Executive Assistant

Job Type

Full Time

Salary

Minimum: $60,000
Maximum: $75,000

Published

09/07/2018

Address

1663 Mission Street
Suite 602
San Francisco
CA
94103
United States

Description

The Immigrant Legal Resource Center (ILRC) is seeking a full-time Executive Assistant based in our San Francisco office. This is a non-exempt position that reports to the Director of Finance & Administration. 


The ILRC is a national nonprofit legal support center located in San Francisco, California and Washington, D.C. The mission of the ILRC is to work with, educate, and enhance the capacity of immigrants, community organizations, and the legal sector, in order to build a democratic society that values diversity, dignity, and the rights of all people.

Founded in 1979, the ILRC is regarded as one of the foremost experts on engaging immigrants and developing their leadership in the democratic process, providing expertise on complex issues of immigration law, procedure and policy, and engaging in advocacy and educational initiatives on policies that affect immigrants. We are a team-based organization that makes most of its decisions in a collaborative fashion that allows for significant staff input.


The Executive Assistant position will provide essential support to the ILRC’s leadership team and ensure smooth collaboration with our partner organizations by overseeing the Memorandum of Understanding (MOU) process for the organization. This new position will play a critical role in enhancing the effectiveness of the ILRC and amplifying the impact of our work.



Job Responsibilities: The responsibilities of the Executive Assistant position are divided between two areas of work:


Executive Support

  • Provide administrative support to the Executive Director, Deputy Director, and the Director of Finance & Administration.
  • Conduct research and writing on topics assigned by the Executive Director, Deputy Director, and the Director of Finance & Administration.
  • Lead on projects and initiatives as assigned by the Executive Director, Deputy Director, and Director of Finance & Administration.
  • Draft correspondence, prepare meeting agendas, and facilitate meetings.
  • Draft reports, speeches, and presentations on various topics.
  • Schedule and coordinate meetings, calls, and webinars.
  • Assist with preparation for events, conferences, and presentations, including preparation of materials and logistical support.
  • Other administrative duties as assigned including, but not limited to, making travel arrangements, typing and distributing meeting notes, performing general office duties, and occasionally performing backup duties for the Front Office Coordinator.


Memorandum of Understanding (MOU) Administrator

  • Track new grants that budget re-granting funds to a partner organization. Initiate discussions with staff members regarding the re-granting details. 
  • Work with staff members to complete and finalize MOU agreements.
  • Route MOUs to the relevant parties for approval, store the signed documents, and route to finance for payment.
  • Prepare and send reporting templates to partner organizations. Track reporting deadlines and follow up with partner organizations as necessary to ensure deadlines are met.
  • Answer questions and provide support to staff members and partner organizations regarding the MOU process.
  • Complete reports and data analysis on MOUs.
  • Track all re-granting agreements across the organization.



Qualifications:

  • Associate’s degree. Bachelor’s degree preferred.
  • 5+ years of progressive administrative support experience, preferably at the executive level.
  • Enthusiasm for administrative responsibilities and tasks.
  • Good judgement, discretion, and the ability to approach work with tact and diplomacy.
  • Proven ability to take minimal direction from leadership and see initiatives through to completion with minimal oversight.
  • Project management experience, including the ability to keep projects on track and follow up with team members as necessary.
  • Demonstrated ability to meet deadlines in a fast-paced work environment.
  • Excellent oral and written communication skills, including the ability to clearly communicate instructions on the phone and in person.
  • Strong interpersonal skills, including the ability to collaborate effectively with staff members across different parts of the organization.
  • Comfort with working independently.
  • Flexibility and ability to work on multiple projects simultaneously.
  • Excellent organizational skills and strong attention to detail.
  • Experience researching and writing about various topics.
  • Proficiency in Microsoft Office including Word and Excel. 
  • Respect for all co-workers and partner collaborators, and enthusiasm for working in a team-based, collaborative organization.



Compensation/Benefits:

The annual pay range for this non-exempt position is $60,000 - $75,000. The ILRC offers excellent benefits, health/dental/vision insurance, a flexible spending account for medical and dependent care, vacation, and sick leave. The ILRC also sponsors a retirement plan option upon fulfillment of eligibility.



Applications: 

This position will remain open until filled. To ensure consideration, please submit a cover letter explaining your qualifications for and interest in the position, a resume, your salary requirements, and the names of three references.


The ILRC is an equal opportunity employer and encourages women, people of color, persons with disabilities, and lesbian, gay, bisexual, and transgender individuals to apply.

Professional Level

None specified

Minimum Education Required

No requirement


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