Executive Assistant

EXECUTIVE ASSISTANT

THE ORGANIZATION

Al Otro Lado is a binational legal services and immigrant rights organization serving immigrants, asylum seekers and deported persons in Southern California, Tijuana, México, and beyond. We approach cases using a multidisciplinary, client-centered, abolitionist, harm reduction-based lens, and engage in zealous individual representation, human rights monitoring and impact litigation to protect the rights of individual immigrants and challenge systemic injustice. We leverage vital partnerships with community-based organizations and academic institutions, and engage hundreds of volunteers each year to maximize our impact and help build a broad-based immigrant justice movement.

For more information about our organization, please visit us on our website at: alotrolado.org/ or visit us on social media: @alotrolado_org (Instagram and Twitter); Al Otro Lado (Facebook).

THE EXECUTIVE ASSISTANT POSITION

As the Executive Assistant to the Executive Director, you will play a pivotal role in supporting the efficient functioning of Al Otro Lado. Your responsibilities will encompass a wide range of administrative tasks, including but not limited to email management, calendar management, coordinating communications with external partners and funders, managing financial transactions such as reconciling corporate card financial transactions and reimbursements, and providing general administrative support to the Executive Director.

JOB DUTIES

1. Email Management:

• Monitor and manage the Executive Director's email inbox.
• Prioritize emails, draft responses when appropriate, and ensure timely follow-up on important messages.
• Organize emails into relevant folders and flag urgent communications.

1. Calendar Management:

• Coordinate and schedule meetings, both internal and external, for the Executive Director.
• Manage calendar invites and ensure all participants are informed of meeting details.
• Arrange meeting logistics, including booking conference rooms and arranging catering if necessary.

1. Communication Management:

• Serve as a point of contact for external partners, stakeholders, and funders.
• Facilitate communication between the Executive Director and external parties, ensuring prompt responses and effective correspondence.
• Draft and proofread communications on behalf of the Executive Director as needed.

1. Travel Coordination:

• Coordinate and book travel arrangements for the Executive Director, including flights, accommodations, and ground transportation.
• Research travel options to ensure cost-effectiveness and convenience.
• Prepare detailed itineraries and travel documents, including visas and travel insurance.
• Anticipate and address any travel-related issues or changes in plans, providing timely updates to the Executive Director and relevant stakeholders.

1. Financial Administration:

• Reconcile corporate credit card statements and track expenses.
• Prepare expense reports and submit reimbursements on behalf of the Executive Director.
• Maintain accurate records of financial transactions and ensure compliance with organizational policies.

1. Administrative Support:

• Provide general administrative support to the Executive Director, including managing files, preparing documents, and organizing paperwork.
• Handle special projects and assignments as directed by the Executive Director.

QUALIFICATIONS

• 5+ years experience in executive and administrative assistance
• Strong communication skills, both written and verbal, with a high level of professionalism in dealing with internal and external stakeholders.
• Excellent time management skills
• Must be able to effectively prioritize & meet deadlines in a fast-paced, quickly changing environment
• Bilingual in both English and Spanish
• Strong interpersonal skills and the exceptional follow-through
• A proactive approach to problem-solving with strong decision-making skills
• Ability to travel to Al Otro Lado’s offices in Mexico and the United States. Other international travel may be required on an occasional basis.
• Access to a car and ability to cross the US-Mexico border
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Discretion and confidentiality in handling sensitive information.
• Ability to work independently with minimal supervision and as part of a team.
• Flexibility and adaptability to changing priorities and fast-paced environments.

This is a full-time, exempt position with a salary range of $70,000 - $75,000 annually.

APPLICATION PROCESS

Please submit a letter of interest, resume, writing sample, with three professional references to jobs@alotrolado.org, with Executive Assistant in the subject line. Only applicants selected for an interview will be contacted. No phone calls, please. Al Otro Lado values diversity in the workplace and strongly encourages applications from people of color, LGBTQ individuals, formerly incarcerated individuals, individuals with disabilities, and members of underrepresented communities.

• Health benefits: Al Otro Lado contributes up to 99% of employee medical & up to 70% of employee dental and vision premiums. Insurance coverage is effective on the 1st of the month following the employee's date of hire.
• Employer Sponsored Insurances: Employer-sponsored Group Long Term Disability, Short Term Disability and Life/ AD&D coverage.
• Optional Coverages: Accident, Critical Illness and Hospital Insurance
• Paid Time Off: Up to three weeks of accrued paid time off per year.
• Paid Holidays: 11 paid holidays observed, plus 1 week off for Winter Break and 1 week off for Summer Break.
• Paid Parental Leave: Supplemental wage integration following the birth of an employee’s child or the placement of a child with an employee in connection with adoption or foster care.
• Sabbatical Leave: Employees are eligible for paid Sabbatical Leave after 5 years of full-time employment.
• Earned Sick Leave: Eligible employees may accrue up to 80 hours of sick time per year.
• 403(B): Retirement plan investment opportunities to include Pre-tax or ROTH options
• Employee Assistance Program (EAP): Employer sponsored plan offering mental health support, legal and financial services

APPLICATION PROCESS

Please submit a letter of interest, resume, writing sample, with three professional references to jobs@alotrolado.org, with Executive Assistant in the subject line. Only applicants selected for an interview will be contacted. No phone calls, please. Al Otro Lado values diversity in the workplace and strongly encourages applications from people of color, LGBTQ individuals, formerly incarcerated individuals, individuals with disabilities, and members of underrepresented communities.