Executive Administrative Assistant, San Francisco

The Immigration Institute of the Bay Area; San Francisco (CA); On-site; USD 70,000 - 90,000; Full time

Benefits offered by this job

403(b) retirement plan

Health, dental, life, vision insurance

Pre-tax savings accounts

Vacation & holidays

Job summary

The Immigration Institute of the Bay Area in San Francisco is seeking an Executive Administrative Assistant to support the Executive Director and assist the Development team with initiatives like Comedy Night for Immigrant Rights.

The successful candidate will be highly organized, a self-starter, and a strong communicator who thrives in a collaborative nonprofit setting. Some weekend/evening involvement is required for events and initiatives.

Qualifications

• 2+ years of experience providing administrative support to senior management or development department.
• Excellent organization with high attention to detail and accuracy.
• Proficient with Microsoft Office; basic Salesforce knowledge.
• Experience reporting to management and handling confidential information.
• Effective oral and written communication skills.
• Ability to multi-task and manage competing priorities.
• Ability to learn IIBA policies and procedures quickly.
• Tech savvy and quick to learn new systems.
• Team player who can also work independently.
• Forward thinker who proposes solutions.
• Maintains confidentiality with discretion.
• Sense of fun and commitment to IIBA's mission.

Responsibilities

• Serve as the Executive Director’s administrative liaison to the Board of Directors, including minutes and materials.
• Coordinate and maintain the Executive Director’s calendar.
• Center contact for communications and documentation for the Executive Director.
• Organize communications and reports in shared drives.
• Process reimbursements, reconcile credit card, and manage invoices.
• Find efficient processes to maximize Executive Director’s time.
• Support ad hoc projects for leadership.
• Provide administrative support to Development on key initiatives and events.
• Enter Development data into Salesforce (gifts, contacts, etc.).
• Perform additional tasks as needed.

Skills

Administrative support

Calendar management

Microsoft Office

Salesforce basics

Tools

Salesforce

Office suite

Job description

Title: Executive Administrative Assistant

Reports to: Executive Director

Department and Location: San Francisco Office

The Immigration Institute of the Bay Area was founded in 1918, and its mission is to welcome, educate and serve immigrants, refugees and their families as they join and contribute to the community. IIBA provides immigration legal services, English and civic education, and other services throughout the Bay Area, as well as through its collaborative efforts with local and regional service providers. IIBA offers a team-oriented, collegial and collaborative work environment. We pride ourselves on providing excellent service to our clients, and we know our organization runs on the hard work and dedication of our passionate employees.

At IIBA, we have a clear vision: to be the place where adiverse mix of talented people want to come, to stay, and to do their best work. IIBA’s dedication to promoting diversity, multiculturalism, and inclusion is reflected in the work that we do. We are committed to equity and believe deeply in the value of diversity of race, sexual orientation, gender identity, religion, ethnicity, national origin and all the other wonderful characteristics that make us human.

Job Summary:

The Executive Administrative Assistant position provides support to the Executive Director, and provides auxiliary support to the Director of Development on specific initiatives including IIBA’s annual fundraising event, Comedy Night for Immigrant Rights. A successful candidate will be a team player and a self-starter who is highly organized and able to prioritize, has a strong sense of responsibility, and possesses good verbal and written communication skills. This is a great opportunity for a tech savvy career administrative assistant.

Duties and responsibilities include:

• Serves as the Executive Director’s administrative liaison to IIBA’s Board of Directors including taking meeting minutes, setting up meetings, distributing & maintaining Board materials, and maintaining Board information.
• Coordinate and maintain the Executive Director’s calendar.
• Act as a central contact for the Executive Director for all communications, correspondence and associated documentations.
• Organize and maintain all communications, documentation and reports in shared drive folder as appropriate.
• Submit reimbursement requests, reconcile credit card account, and manage invoices and receipts for the Executive Director.
• Find new and efficient ways to create work processes to help maximize the Executive Director’s time.
• Support ad hoc projects for the leadership team
• Provide administrative support to the Development department around key initiatives and events – some weekends and evenings required.
• Serve as a collaborative member of the Development team and provide support/back-up, as needed.
• Enters development department data into Salesforce, including gifts, contact information and other important details.
• Perform additional tasks as needed.

Qualifications:

• 2+ years of experience providing administrative support to senior management &/or development department.
• Excellent organizational skills- high level of attention to detail and accuracy.
• Demonstrated proficiency with Microsoft Office, including Word, Excel and PowerPoint; basic knowledge of Salesforce is a plus
• Experience reporting to management and working with confidential information.
• Effective oral and written communication skills.
• Ability to multi-task and effectively manage competing priorities.
• Ability to learn and apply IIBA’S policies and procedures.
• Tech savvy with the ability to learn new systems quickly and effectively.
• Team player with the ability to be extremely effective independently.
• Forward thinker, who actively seeks opportunities and proposes solutions.
• Proven ability to maintain confidential or sensitive information with maturity and discretion.
• Sense of fun a must.
• Commitment to the values and mission of IIBA.

Salary/Benefits:

In the spirit of pay transparency, the salary range for this position is $70,000 – $90,000. If you are hired at IIBA, your final salary compensation will be determined based on factors such as skills, education, and/or experience, and geographic location. In addition to those factors, we believe in the importance of pay equity and consider internal equity of our current team members as a part of any final offer. We also offer a generous benefits package – additional information below.

IIBA offers a generous cafeteria-style benefits package, elements of which include, but are not limited to:

• Employer matching 403(B) retirement plan: up to 4% employer contribution
• Insurance: Health, dental, life, vision, chiropractic & acupuncture. Medical and dependent care pre-tax reimbursement accounts.
• Transportation and parking pre-tax reimbursement account.
• Vacation: two (2) weeks of accrued vacation per year with an increase each year.
• Holidays: 13 Holiday per year

New employees are required to work in the office 4 days a week for the first three months of their employment with IIBA. This period is crucial for onboarding, training, and integration into IIBA’s culture. After the initial three-month period, new employees may be eligible to transition to a hybrid work schedule, subject to approval by their supervisor, the needs of the office, and in accordance with IIBA policies.

Applicants for employment in the United States must have work authorization that does not currently or in the future require sponsorship of a visa for employment authorization in the United States.

For more information on IIBA, see our website: www.iibayarea.org. Position opens until filled.

This position description intends to describe the general nature and level of work being performed by people assigned to this job. It is not intended to include all duties and responsibilities. The order in which duties and responsibilities are listed is not significant. Because of a need to remain responsive to the needs of our clients and our Agency’s operations, responsibilities may be modified at any time.

IIBA is a non-profit, non-discriminatory service organization and employer. We do not discriminate on the basis of race, color, national origin, religion, sex, age, sexual orientation or disability. Persons receiving services in our programs are entitled to freedom from harassment and retaliation and reasonable accommodation for qualified disabilities.