Bilingual Operations Administrative Assistant

E3applicants; Austin, Northern (TX, KY); Hybrid; USD 30,000 - 33,000; Full time

Job summary

SAFE Alliance seeks a Bilingual Operations Administrative Assistant for the Community & Housing Services program in the Operations & Facilities department. The Administrative Assistant provides general office support and ensures smooth operation by managing schedules, coordinating meetings, and facilitating communication within the department and with external partners.

The role requires bilingual English/Spanish proficiency, strong organizational skills, and experience in a nonprofit setting.

Qualifications

• Two years of front desk or multi-line telephone experience or two years of experience working with survivors.
• Experience supporting leadership in a mission-driven or nonprofit organization (preferred).
• Associate degree required. Equivalent relevant work experience (at least 2 years) may be substituted for formal education.
• Proficiency in Microsoft Office Suite, Zoom, and cloud-based tools (e.g., SharePoint, DocuSign, TEAMS).

Responsibilities

• Provide comprehensive calendar and scheduling support to the head of the department, managing competing priorities and time-sensitive requests.
• Prepare and edit correspondence, reports, presentations, and other documents as needed.
• Manage expense reports, office supplies, travel arrangements, and logistical coordination for meetings and events.
• Serve as the preliminary point of contact for the department leadership, ensuring timely and appropriate communication with internal and external stakeholders.

Skills

Bilingual English/Spanish

Front desk experience

Communication skills

Discretion and confidentiality

Education

Associate degree

Bachelor's degree (preferred)

Tools

Microsoft Office Suite

Zoom

SharePoint

DocuSign

TEAMS

Job description

Bilingual Operations Administrative Assistant

Bilingual Operations Administrative Assistant (Grove Campus)

SAFE Alliance seeks a Bilingual Operations Administrative Assistant for the Community & Housing Services program in the Operations & Facilities department. The Administrative Assistant provides general office support. This position ensures the smooth operation of its assigned department by managing schedules, coordinating meetings and facilitating communication within the department, between their department and the rest of the organization, and with external partners.

SAFE Alliance:

The SAFE Alliance exists to stop abuse for everyone by serving the survivors of child abuse, sexual assault and exploitation, and domestic violence. We are dedicated to ending violence through prevention, advocacy, and comprehensive services for individuals, families, and communities that have been affected by abuse.

Over the past two years, SAFE has served 11,397 clients across our programs. During that time, SAFE reached more than 50,000 community members through over 2,000 trainings, provided more than 150,000 nights and days of shelter and housing support, and delivered over 53,000 crisis intervention and advocacy services through our 24/7 hotline, walk-in advocacy, and direct support programs.

No matter what your role at SAFE Alliance you will make a difference, because together we can Stop Abuse For Everyone.

Perks and Benefits of Working at SAFE Alliance*:

• Employee Only: Health insurance, short-term disability, and life insurance are employer paid with an option to purchase additional dependent coverage.
• Eligibility for Paid time off accruals of up to 15 days a year prorated based on hire date and hours worked.
• 8 standard paid holidays throughout the year.
• Depending on your date of hire, up to 4 Personal Holidays are granted to use at your preference throughout the year.
• A comprehensive voluntary benefits plan that includes dental, vision, flexible spending, and various insurance programs including pet insurance.
• 403(b) retirement plan with an ability to contribute immediately. You can earn an employer match of 100% up to 1% of your pay and a discretionary contribution of 2% of your pay whether you contribute to the Plan, after one year of eligible service.
• SAFE Alliance benefit plans are effective the first day of the month following thirty days of continuous employment.

*Benefit plans and benefit start dates are prorated based on date of hire and hours worked. Eligibility in employer paid benefits, paid time off and holidays are dependent upon full-time employment status and/or hours worked and may be subject to change.

We are looking for one person to work on a full-time, non-exempt basis for anhourly salary of $21.98 dependent upon experience and an additional hourly language differential of $1.73 for those who are English/Spanish bilingual.

Bilingual fluency in English/Spanish is required; fluency being the ability to clearly and accurately communicate to convey information using the Spanish language, both verbally and in writing.

The work location will be based at Grove Blvd. Campus in the East Austin area and/ or Rathgeber Village campus. This position will include some travel in the community or between campuses and will allow for no ability for remote/hybrid work.

This position requires driving. You must have a valid, State of Texas Driver's License (If in possession of an out-of-state license, obtain a State of Texas Driver's License within 90 days of beginning employment.) AND at least three (3) consecutive years of driving experience OR one (1) year of driving experience if over 27 years of age AND an acceptable driving record that covers at least the last three years of driver history.

The shift currently available includes standard hours, Monday through Friday.Work hours may vary based on the role and SAFE's operational requirements. SAFE operates 24/7 schedule; employees may be required to work flexible hours, including evenings, nights, weekends, and holidays, as needed.

FLSA Status: Non-Exempt

Reports to: Operations Manager, Director, Senior Director, or member of Executive Leadership Team

Administrative Support

• Provide comprehensive calendar and scheduling support to the head of the department, managing competing priorities and time-sensitive requests.
• Prepare and edit correspondence, reports, presentations, and other documents as needed.
• Manage expense reports, office supplies, travel arrangements, and logistical coordination for meetings and events.
• Serve as the preliminary point of contact for the department leadership, ensuring timely and appropriate communication with internal and external stakeholders.

Operations & Project Coordination

• Maintain organized records and files related to department function.
• Coordinate logistics for internal meetings, retreats, and strategic planning sessions.
• Provide support for grant or donor reporting by assisting in assembling key data and materials.

Security & Compliance

• Ensure data is appropriately protected and follows internal data handling policies.

Additional Responsibilities

• Monitor campus security cameras and follow established procedures for identified concerns.
• Answer and route calls using the multi-line telephone system.
• Receive, sort, lift, and distribute packages and deliveries.
• Distribute bus passes, electronics, moving vouchers, gift cards, and other designated resources to clients and staff.
• Manage front-desk responsibilities for designated agency vehicles, including vehicle reservations, gas refills, and mileage reporting to Finance.
• Manage reservations for designated meeting and hotel spaces.
• Receive walk-in survivors seeking SAFE services and connect them with the appropriate department or staff member.
• Assist Warehouse staff with major donation drives, holiday programs, or other high-volume events as operationally needed.
• Undertake job-related tasks and support cross-functional projects as assigned.
• Demonstrate flexibility and a collaborative spirit in support of SAFE's mission and fundraising initiatives.

Qualifications:

• Ability to build trusting relationships and contribute to a safe, supportive, and welcoming environment for individuals who have experienced violence, abuse, trauma, or instability.
• Strong administrative, organizational, and problem-solving skills.
• Excellent verbal and written communication abilities.
• Ability to handle sensitive information with discretion and confidentiality.
• Ability to manage multiple priorities.
• Strong organizational and time management skills with attention to detail
• High level of integrity and discretion when handling confidential information.
• Ability to balance multiple projects and deadlines while collaborating across teams.
• Excellent written and verbal communication skills.
• Proactive, organized, and committed to donor care and data confidentiality.
• Pass all required criminal history background checks (including an FBI fingerprint check if applicable), as well as a pre-employment drug screen and TB test, if applicable.

Experience

• Two years of front desk or multi-line telephone experience or two years of experience working with survivors.
• Experience supporting leadership in a mission-driven or nonprofit organization (preferred).

Education

• Associate degree required. Equivalent relevant work experience (at least 2 years) may be substituted for formal education.
• Bachelor's degree in business administration, nonprofit management, or a related field preferred.

Technical Skills

• Proficiency in Microsoft Office Suite, Zoom, and cloud-based tools (e.g., SharePoint, DocuSign, TEAMS).

Certifications &Training

• CPR/First Aidwithin 60 days of hire and renewed every 2 years

Additional physical demand and work environment:

• Ability to work in outdoor climate.
• Ability to climb ladders and perform work up to 20ft.
• Ability to sit, stand, or be on feet for multiple hours.
• Frequent bending, standing, stooping, kneeling, reaching, twisting, and walking.
• Frequent lifting, pushing, and pulling.
• Frequent repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers.
• Heavy work: Exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently to move objects like milk crates, frozen foods, canned food, etc.
• The worker is required to have visual acuity to determine the accuracy, neatness, and thoroughness of the work assigned.
• Ability to safely work in a warehouse environment, including awareness of surroundings and responding to auditory and visual safety cues

This position component is intended to provide a general summary of position-specific duties, requirements, and expectations. It is not intended to be all-inclusive or to represent every responsibility associated with the position. The organization reserves the right to modify, defer, or rescind this position component at any time, with or without prior notice. This job description does not constitute a written or implied contract of employment.