Executive And Operations Assistant

Nuestra Casa; Palo Alto (CA); Hybrid; USD 44,000 - 55,000; Part time

Benefits offered by this job

Collaborative team environment

Paid sick leave (CA)

401(k) plan with employer match

Job summary

Nuestra Casa in East Palo Alto, CA is seeking a part-time Executive and Operations Assistant to support the Executive Director and Senior Operations Manager. The role is 10-18 hours per week and involves administrative, operational, and program support to advance the organization's mission.

The position requires managing calendars, coordinating meetings, maintaining records, and serving as a liaison across staff, partners, and community stakeholders.

Qualifications

• Strong interpersonal, verbal, and written communication skills.
• Strong organizational skills and attention to detail.
• Ability to build relationships and engage diverse communities with cultural humility and respect.
• Ability to work collaboratively as part of a team and independently when needed.
• Comfort navigating ambiguity and adapting to changing priorities in a dynamic environment.
• Basic to intermediate computer skills, including Microsoft Office, Google Workspace, and the ability to troubleshoot common technical issues.

Responsibilities

• Manage the Executive Director's calendar, including scheduling, prioritizing requests, and resolving scheduling conflicts.
• Process the Executive Director's reimbursements & mileage requests.
• Prepare agendas, briefing materials, presentations, reports, and Board meeting documents.
• Support the planning and preparation of board meetings and attend meetings as needed.
• Serve as a point of contact between the Executive Director, staff, Board members, community partners, and other stakeholders.
• Support meeting logistics, including scheduling, note-taking, and follow-up on action items.
• Handle confidential and sensitive information with discretion and sound judgment.
• Maintain organizational operations by managing administrative systems and workflows.
• Manage office supplies and event-related purchases, including ordering, inventory tracking, and maintaining an organized supply area.
• Develop and maintain templates, documentation, filing systems, and knowledge management resources.
• Coordinate organizational events and program activities, ensuring successful planning and execution.
• Provide administrative and operational assistance to program staff on project-related tasks.

Skills

Communication skills

Interpersonal skills

Organizational skills

Team collaboration

Education

Bachelor's degree in Admin/Social Sciences/Comm

Tools

Microsoft Office

Google Workspace

Job description

We exist to uplift Latinx families in East Palo Alto and the mid-peninsula through community education, leadership development, and advocacy.

Our Vision

Nuestra Casa envisions a vibrant East Palo Alto community united around shared values, a multicultural community working together to ensure that all its residents are integrated and have access to the American Dream. Our families pave the road for other generations to follow through their participation in civic engagement activities and collaborative community actions.

Who we are

Nuestra Casa has been serving the needs of the immigrant Latinx population of East Palo Alto and surrounding communities since 2002. Our organization rose out of a community assessment conducted by a group of local activists who were concerned about the growing needs of the rising immigrant population. Today, Nuestra Casa is positioned as the premier Latinx serving nonprofit in our community. Over the past five years, our growth has allowed us to expand our services and programming into neighboring communities like Menlo Park (Belle Haven region), North Fair Oaks, and Redwood City. Through our advocacy efforts, we also reach other communities in San Mateo County.

At Nuestra Casa, we welcome our community to a place that feels like home. We stand by their side to help them navigate institutions, build people’s power, and use their voice to shape a new, more equitable community. Our programs transform our leaders into advocates actively engaged in our local economy, school district, and civic life. Together, we will build a community that leaves no one behind.

About the Position

We are seeking a collaborative, organized, and proactive part-time Executive and Operations Assistant to support the Executive Director and Senior Operations Manager to contribute to the organization’s day-to-day operations. This position is approximately 10-18 hours per week and provides essential administrative, operational, and program support to help advance the organization’s mission.

The Executive and Operations Assistant will manage schedules, coordinate meetings and events, support internal systems, maintain accurate records and data, and serve as a key point of coordination across staff, partners, and community stakeholders.

This position offers an excellent opportunity to grow professionally while contributing to meaningful work that positively impacts our community.

Executive & Communications Support

• Manage the Executive Director's calendar, including scheduling, prioritizing requests, and resolving scheduling conflicts.
• Process the Executive Director's reimbursements & mileage requests.
• Prepare agendas, briefing materials, presentations, reports, and Board meeting documents.
• Support the planning and preparation of board meetings and attend meetings as needed.
• Serve as a point of contact between the Executive Director, staff, Board members, community partners, and other stakeholders.
• Support meeting logistics, including scheduling, note-taking, and follow-up on action items.
• Handle confidential and sensitive information with the highest level of discretion, professionalism, and sound judgment.

Operations Support

• Maintain organizational operations by managing administrative systems and workflows.
• Manage office supplies and event-related purchases, including ordering, inventory tracking, and maintaining an organized supply area.
• Ensure data is accurate, organized, confidential, and maintained in accordance with organizational policies.
• Develop and maintain templates, documentation, filing systems, and knowledge management resources.
• Identify opportunities to improve administrative processes and operational efficiency.
• Coordinate organizational events and program activities, ensuring successful planning and execution.
• Manage event logistics, including scheduling, materials, vendors, registrations, and participant coordination.
• Provide administrative and operational assistance to program staff on project-related tasks as needed.
• Perform other duties and responsibilities as assigned to support the organization's mission and operational needs.

Qualifications

• Must be passionate about Nuestra Casa’s mission.
• A Bachelor's degree in Business Administration, Public Administration, Social Sciences, Communications. Consideration will also be given to those who are currently working towards obtaining a degree.
• 2-3 years of relevant experience in operations, administrative support, executive assistance, program coordination, or a related area. Experience in a nonprofit or mission-driven organization is preferred but not required; transferable experience from other sectors is welcomed.
• Ability to build relationships and engage diverse communities with cultural humility and respect
• Strong interpersonal, verbal, and written communication skills, with the ability to adapt messaging to different audiences
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks and priorities
• Ability to work collaboratively as part of a team and independently when needed
• Comfort navigating ambiguity and adapting to changing priorities in a dynamic environment
• Basic to intermediate computer skills, including Microsoft Office, Google Workspace, and the ability to troubleshoot common technical issues

What We Offer

• A collaborative and supportive team environment
• Accrued paid sick leave in accordance with California labor laws. Employees may accrue and use up to 40 hours of paid sick leave per year, based on hours worked
• 401(k) retirement plan with employer match: 100% match on the first 3% you contribute, then 50% on contributions from 3%-5%. Eligible after 90 days of employment

Physical Requirements

Reasonable accommodations will be provided to qualified individuals with disabilities to perform the essential functions of this position, in accordance with applicable law.

This position requires the ability to sit, stand, walk, and occasionally travel between work sites. The role involves regular use of a computer, telephone, and other standard office equipment, as well as effective communication with colleagues and stakeholders. Occasional lifting or carrying of materials weighing up to 25 pounds may be required.

Position Title

Executive and Operations Assistant

Reports to:

Senior Operations Manager

Location

East Palo Alto, CA (Hybrid). This position requires in-office work 1-4 days per month, with additional in-office days as needed to support the Executive Director and Senior Operations Manager. Occasional evening and weekend hours are required. The majority of the work can be performed remotely.

Hourly Rate Range

$32.21-$40.00 (This pay range is non-negotiable. The starting hourly rate will be determined based on the candidate's experience and qualifications and will typically begin at the lower end of the range.)

Position Classification

Hourly, Non- Exempt

Our goal is for the selected candidate to begin in late September or early October 2026.

Nuestra Casa is an Equal Opportunity Employer.