Administrative Assistant

The Immigrant Legal Resource Center is Hiring!

Administrative Assistant – San Francisco, CA

The Immigrant Legal Resource Center (ILRC) is seeking a full-time Administrative Assistant based out of our San Francisco office. This is a non-exempt position that reports to our Office Manager/Executive Assistant. This is a bargaining unit position represented by the National Legal Services Workers (NOLSW), Local 2320.

The ILRC currently has a hybrid work model that requires two in-office days per week, and occasionally an additional third day under exceptional circumstances. There are times when this position will be required to work outside standard business hours of Monday – Friday 9:00 am – 5:00 pm.

Who We Are:

The ILRC is a leading immigrant rights organization headquartered in San Francisco with additional offices in Washington, D.C., Texas, and the Central Valley of California. Since 1979, our mission has been to educate, support, and empower immigrants, community organizations, and legal practitioners to build a more just, inclusive, and democratic society. Our team is passionate, collaborative, and committed to equity and innovation in all we do.

The Opportunity:

The Administrative Assistant will be a part of the administrative team responsible for providing administrative support to the ILRC staff in general as well as the New Americans Campaign (NAC) and its team. This position will play a critical role in enhancing the effectiveness of the ILRC and amplifying the impact of our work.

Job Responsibilities:

The specific job responsibilities of the Administrative Assistant include:

• Calendar management (scheduling, editing, and updating) for our Executive Director and others;
• Red Cards administration: Orders processing within Salesforce platform, responding to community inquiries, invoice approvals, reports to Executive Director and Senior Managing Attorney;
• Respond to and complete staff requests via an internal request form;
• Front Office duties, including: answering the main ILRC phone line and front door, greeting and checking in vendors and guests, ensuring that COVID Visitor Procedures are being followed, and informing staff about arrival of guests;
• Create spreadsheets for tracking (e.g. grant checks, expenses, inventory, etc.);
• Handle mail and shipments for staff (sorting mail, distribution, preparation of shipments, etc.);
• Keep the physical law library in the SF office up to date as needed, purchase publications, maintain and update software and publication subscriptions for staff attorneys;
• Assist with preparation for events, meetings, conferences, and presentations, including: meeting scheduling, Zoom requests for both internal and external parties, ordering meals and preparation of materials, and other logistical support as needed;
• Perform general office maintenance tasks, such as keeping kitchens, supply room, conference rooms stocked, clean and orderly, and refilling paper in printers;
• Responsible for ordering office supplies, including stationery, food & drinks, other kitchen supplies, first aid supplies, etc.;
• Collaborate with the IT Team to troubleshoot office equipment and Zoom Room coordination as needed;
• Process incoming checks on a weekly basis, in cooperation with the Finance Team;
• Assist staff with travel arrangements for annual events and ad hoc meetings as needed, in collaboration with the Administrative Coordinator;
• Serve as a point of contact for new hires outside the San Francisco office;
• Collaborate with the Office Manager and Administrative Coordinator to maintain a list of approved vendors that align with our values and mission;
• Maintain SharePoint files and folders for the Administrative team, the NAC team, and other internal teams as requested; and
• Other duties and projects as assigned.

The NAC-specific Admin and Program responsibilities include, but are not limited to:

• Help maintaining the NAC website and resource portal;
• NAC-specific Salesforce management and maintenance support;
• Support tracking and updating Letters of Affiliation with NAC affiliate organizations;
• Support the quarterly reporting process and other reporting processes as needed;
• Create and distribute calendar invites, Doodle polls, and meeting materials for national partners and funders;
• Lead virtual and in-person logistics and attend NAC events and meetings, which requires traveling to event locations, supporting event staff with administrative tasks and day-of logistics, taking meeting notes;
• Process reimbursements and travel stipends;
• Create and distribute announcements and other communications; and
• Other duties and projects as assigned.

Qualifications:

Required Qualifications:

• 4-5 years of operational and/or administrative support experience;
• Enthusiasm for administrative responsibilities and tasks;
• A strong work ethic, including the following qualities: organized, flexible, reliable, and dependable, with the ability to be an independent worker, and able to handle several projects simultaneously while thriving in a team-based collaborative decision-making environment and the demonstrated ability to meet deadlines;
• Excellent communication skills, interpersonal skills, organizational skills and strong attention to detail;
• Demonstrate a high level of professionalism and excellent customer service skills when interacting with vendors, clients and event attendees during NAC convenings;
• Experience using Salesforce CRM software;
• Proficiency in Microsoft Office including Outlook, Word, PowerPoint, with a main focus on Excel;
• Respect for all co-workers and partner collaborators, and enthusiasm for working in a team-based, collaborative organization; and
• A willingness to travel throughout the United States as needed.

Preferred Qualifications:

• Associate’s or Bachelor’s degree;
• Proficiency using Google Suite, FoxIt and JIRA;
• Tech-savviness;
• Experience working in coalitions;
• Experience collaborating with immigrant communities;
• Experience coordinating civic engagement projects or working as a community organizer; and
• Second language proficiency within the range of conversational to fluent.

Salary/Benefits:

Pay is extremely competitive for the field and commensurate with experience. The annual pay range for this position is $83,000 - $93,000. The ILRC offers excellent benefits, medical/dental/vision insurance, EAP sessions, 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. Additionally, we offer an annual professional development stipend of $2,500, and, from 2024 – 2027, an annual wellness stipend of $2,500. ILRC also offers a paid sabbatical program: employees are eligible to apply for an 8-week sabbatical after five years of service and a 12-week sabbatical after ten years of service.

Applications:

This position will remain open until September 15th. To ensure consideration of your application, please submit a cover letter explaining your qualifications for the position, your salary requirements, a current resume, and the contact information for three professional references, one of which must be a supervisor.

No phone calls please.

As a condition of employment at the ILRC, you will be required to submit proof of vaccination and at least two booster shots against COVID-*

The ILRC is an equal opportunity employer and does not make hiring or employment decisions on the basis of race, color, religion or religious beliefs, ethnic or national origin, nationality, sex, gender, gender-identity, sexual orientation, disability age, military or veteran status, or any other basis protected by applicable local, state or federal laws. Pursuant to the San Francisco Fair Chance Ordinance and other similar state laws and local ordinances, ILRC will also consider for employment qualified applicants with arrest or conviction records.

The ILRC provides reasonable accommodations as required by law. Employees may request an exception from vaccination requirements (if applicable) if the vaccine is medically contraindicated for them or medical necessity requires a delay in vaccination. Employees also may be legally entitled to a reasonable accommodation if they cannot be vaccinated because of a disability, or if receiving a COVID-19 vaccination conflicts with a sincerely held religious belief, practice, or observance. There may be other recognized exceptions under applicable state and/or local law.