Executive Assistant

MACLA/Movimiento de Arte y Cultura Latino Americana; San Jose (CA); On-site; USD 65,000 - 75,000; Full time

Benefits offered by this job

Employer-paid health insurance

Employer-paid dental insurance

401K matching

Paid holidays

Vacation and sick time

Professional development and wellness

Job summary

MACLA/Movimiento de Arte y Cultura Latino Americana seeks a detail-oriented Executive Assistant to support the Executive Director, Board and Fund Development team in a dynamic, in-person role in downtown San Jose, CA.

This non-exempt, full-time position involves managing high-level communications, meeting logistics, donor records in Salesforce, and coordinating marketing efforts and events. Ideal candidates are professional, organized, and able to grow with MACLA.

Qualifications

• Associate’s degree or equivalent experience as defined by a combination of schooling, training, and/or work experience on a year-by-year basis.
• Demonstrated ability to manage record-keeping systems and attain deadlines in a fast-paced working environment.

Responsibilities

• Manage scheduling and travel arrangements for the Executive Director and Fund Development Team as needed.
• Prepare letters, memos, presentations, and other correspondence needed by the Executive Director for the organization, Board, donors, funders, clients, etc.
• Project management for special initiatives and hospitality for meetings and events.
• Oversee marketing and donor data updates in Salesforce and related systems.

Skills

MS Office

Adobe/Canva

DocuSign

Salesforce/CRM

Board support

Discretion

Multi-tasking

Verbal & written communication

Spanish (bilingual) a plus

Education

Associate degree or equivalent

Tools

Salesforce CRM

Job description

Executive Assistant – MACLA/Movimiento de Arte y Cultura Latino Americana seeks a detail-oriented and collaborative Executive Assistant to serve in a critical position for our organization’s effective administration.

MACLA/Movimiento de Arte y Cultura Latino Americana is an inclusive contemporary arts space grounded in the Chicano/Latino experience that incubates new visual, literary, and performance art in order to engage people in civic dialogue and community transformation.

MACLA Values:

• Inclusive – MACLA values diverse ideas, perspectives, cultures, sexual and gender identities and creates a space where all are welcomed, respected, and treated with equity.
• Collaborative – MACLA convenes individuals with shared values to partner with us as thought leaders and partners to implement innovative and effective programs which inspire and engage our community.
• Integrity – MACLA holds ourselves to the highest ethical and professional standards in our decisions, actions, and communications.
• Optimistic – MACLA’s work inspires our community to think differently about the world that we live in through our artistic practices.
• Innovative – From our programs to organizational practices, MACLA is adaptive, reflective, and constantly evolving to our changing world.
• Leadership – Leadership is developed throughout MACLA from our youth program participants to our artists, interns, volunteers, staff, and Board of Directors. As an organization grounded in Latinx arts and culture, we strive to provide a space for the development of Latinx leadership within our community.

Position Summary:

The Executive Assistant (EA) will support the organization’s Executive Director, Board of Directors, and Fund Development team. This is a full-time (40 hours/week), non-exempt position, reporting to the Executive Director. This individual will provide administrative and technical support in a variety of areas, including but not limited to: managing high-level communications, hospitality for meetings and events, compiling information for reports and correspondence, select project management, donor database updates, responsible administrative support, overseeing marketing efforts, and in other areas as needed. We are looking for someone who is highly professional, organized, a self-starter, and motivated to grow with the organization.

Executive and Administrative Support (~16 hours/week)

• Manage scheduling, meeting and travel arrangements for the Executive Director and Fund Development Team as needed
• Prepare letters, memos, presentations, and other correspondence needed by the Executive Director for the organization, Board, donors, funders, clients, etc.
• Project management for special initiatives
• Plan and execute hospitality details for meetings and events
• Other activities as needed to support organizational growth and capacity building

Fund Development Support (~16 hours/week)

Provide administrative and project support for the Fund Development team. Key responsibilities include:

• Lead Salesforce data entry and data maintenance; interact with on-call tech support
• In collaboration with the Fund Development team, serve as point of contact for Latinx Art Now! Auction sponsorships (including updating lists, following up, submitting reports)
• Staff donor table at MACLA programs, South First Fridays, and select external events as needed
• Support solicitations by the Executive Director, Board, and staff members by preparing background information on donors
• Generate donor renewal lists from Salesforce
• Conduct prospect research and develop written donor profiles
• Process donor renewal, acquisition, and thank you letters; via both hard copy and email
• Lead email opt-ins with a “Welcome to MACLA” message

Marketing Point of Contact (~8 hours/week)

Oversee program and organization marketing needs. Key responsibilities include:

• Serve as primary point of contact with external marketing and graphic design firm
• Project manage and draft content for e-newsletters in collaboration with program staff
• Coordinate with program staff and external design/printing vendors to create program collateral
• Project manage annual season mailer and Latinx Art Now! Auction brochure
• Update MACLA’s website with information provided by program leads
• Oversee social media posts and ad content, provide edits for clarity in messaging

Qualifications:

Experience:

• Associate’s degree or equivalent experience as defined by a combination of schooling, training, and/or work experience on a year-by-year basis.
• Demonstrated ability to manage record-keeping systems and attain deadlines in a fast-paced working environment.

Skills and Abilities:

• High proficiency in Microsoft Office (Outlook, Words, Excel, PowerPoint), Adobe or Canva, DocuSign, Salesforce or other CRM, and internet search.
• Working knowledge of supporting a Board of Directors, taking meeting minutes, follow up items, etc.
• Ability to handle confidential information with discretion.
• Must be able to multi-task with strong attention to detail.
• Excellent verbal and written communication skills.
• General background check clearance.
• Bilingual, Spanish speaking a plus

Attributes and Behaviors:

• Passion for providing high level administrative support.
• Accountability: holds themselves accountable for making decisions, managing resources efficiently and achieving and role-modeling MACLA values.
• Collaboration: builds and maintains effective relationships with colleagues, supervisors, donors, external partners, vendors and supporters.
• Integrity: honest, open, reliable.
• Systems thinking: when faced with a problem, seeks not only to solve it, but to prevent recurrence, share knowledge, and make structural improvement.
• Commitment to upholding the values, mission, vision and policies of MACLA.
• Ability to prioritize and perform at a high level in a fast-paced entrepreneurial environment and respond flexibly to changing needs.
• Exercise good judgement and discretion.
• Good-natured, flexible, and the ability to work under pressure.
• Have a growth mindset and are interested in personal/professional development.
• Professional demeanor paired with the ability to be flexible and maintain a sense of humor.

The Executive Assistant reports to the Executive Director and regularly collaborates with all MACLA staff, interns and volunteers, along with external consultants as needed.

This non-exempt position is full-time at 40 hours a week. This position requires some evening and weekend availability. The pay range for this role is $31.25 - $36.06/hour depending on experience. This position is fully in-person at our office in downtown San Jose, CA.

MACLA offers a competitive benefits package that includes 100% employer-paid medical (Kaiser Permanente) and dental plans (Blue Shield). Eligible dependents are considered at 50% of the cost. MACLA offers a 401K match (currently at 6%), 17 paid holidays, 2 weeks accrued vacation, and sick time, along with professional development and wellness resources.

MACLA is an equal opportunity employer committed to diversity and to creating a work environment where the individual is valued and respected. MACLA welcomes applicants from diverse backgrounds and seeks to hire qualified staff reflecting the rich diversity of communities we serve. We define diversity in broad terms to include race, ethnicity, age, gender, religion, sexual orientation, gender identity and expression, disability, and socio-economic status.

For more information, please visit https://maclaarte.org