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Executive Assistant to the Executive Director

2 months ago

San Francisco, United States Asian Americans Advancing Justice Full time
Executive Assistant to the Executive Director

Location: Hybrid work schedule, based in San Francisco or Oakland, CA
Due Date: Applicants are encouraged to apply as soon as possible, and applications will be considered on a rolling basis. The application deadline is September 30, 2024.
Start date: As soon as possible
Type: Regular, Full-Time, Non-Exempt, Confidential Position (not in the union)
Compensation: Salary is based on years of relevant experience and principles of internal equity. Starting annual salary range for this position is $68,000 up to a maximum of $88,725 per year.
Benefits: Comprehensive benefits package including generous vacation, paid holidays, medical, dental, disability, and life insurance coverage. ALC pays 100% of premiums for employees and 75% for qualified dependents); Flexible spending account (FSA) and 401K retirement plan with employer contribution and match. ALC offers an additional annual compensation premium for proficiency in a language other than English.

The Opportunity
This vital position offers an opportunity to work with and learn from senior leaders in the Asian American and broader social justice movement. ALC seeks an extremely organized, mission-driven and proactive Executive Assistant to provide high-level administrative and project support to the Executive Director. We seek a detail-oriented individual who can prioritize and follow through on multiple tasks in a fast-paced environment with patience and good humor. This position calls for an individual with strong interpersonal, written, and verbal skills who is a highly resourceful team player and can be effective independently. This is a confidential position (outside of the union bargaining unit) supervised by the Executive Director.

The Organization
Asian Law Caucus (ALC) is the nation’s first legal and civil rights organization serving low-income, immigrant, and marginalized Asian, Arab, Middle Eastern and Pacific Islander communities. Since 1972, ALC has fought to protect access to affordable housing in San Francisco’s Chinatown, litigated high-profile civil rights cases, advocated for the passage of landmark policy changes, and provided an array of services to low-income immigrants and communities of color. Today, with a staff of 60 we bring together legal services, community empowerment, and policy advocacy to fight for immigrant justice, economic security, and a stronger, multiracial democracy. Our work is rooted in the San Francisco Bay Area and California and expands to states across the country, including places where immigrant, Asian, Arab, Middle Eastern, and Pacific Islander communities are rapidly growing.

Responsibilities

Day-to-day activities vary in this dynamic position and include the following:

  • Support the Executive Director in task management and prioritization, following up with the Executive Director and relevant staff members accordingly
  • Proactively manage and maintain the Executive Director’s complex calendar, make determinations on scheduling priorities, and handle all logistics, including travel arrangements and accommodations
  • Provide meeting support by preparing agendas and briefs, providing zoom support, taking notes, and identifying and tracking action items
  • Research and follow up on incoming issues and concerns addressed to the Executive Director, including those of a sensitive or confidential nature
  • Act as a liaison between staff members and executive leaders to ensure important information is relayed, that escalated issues are flagged and resolved, and other matters are redirected to and solved by appropriate parties
  • Act as a liaison between the Executive Director and external stakeholders, including board members, donors, and partner organizations, managing the flow of information in a professional and efficient manner
  • Support the Board of Directors by scheduling meetings, setting agendas, compiling and distributing board packets, taking minutes, following up on action items, and organizing and maintaining documents on the board management platform
  • Coordinate closely with the Development team to support the Executive Director’s fundraising role
  • Draft and edit email correspondence, memos, reports, presentations, and other documents with a high level of accuracy and attention to detail. Make them readily available for internal and external meetings
  • Other duties as assigned

All ALC staff are expected to participate in regular check-in meetings with their supervisor/supervisees, staff meetings, team meetings, and other organization meetings, as required. This includes two (2) annual retreats, an anniversary celebration dinner, and meetings as needed in the San Francisco Bay area.

The above statements are not intended to encompass all functions of the position; rather, they are intended to provide a general framework of the requirements of the position. Job incumbents may be required to perform other functions not specifically addressed in this posting.

Qualifications

  • Bachelor's degree required or equivalent experience
  • 2-5 years of executive and/or administrative experience
  • Understanding of Asian, Arab, Middle Eastern and Pacific Islander and social justice movement issues
  • Excellent organizational, project, and time management skills, with the ability to multitask and prioritize effectively in a fast-paced environment
  • Strong interpersonal skills and ability to build relationships with stakeholders, including staff, board, external partners, and donors
  • Strong written and verbal communication skills, particularly in business email correspondence
  • Proactive problem-solver with a demonstrated ability to exercise good judgment
  • Highly adaptable and resourceful team player, with the ability to also work independently and problem solve
  • Ability to maintain a professional and calm demeanor that aligns with organizational values
  • Proven ability to handle confidential information with discretion
  • Proficient in Zoom, Microsoft Office, Google Suite, Slack, Asana, Salesforce, and other technology platforms

Application Process

Interested candidates should submit the following by September 30, 2024:

  • Cover letter explaining your interest in the position
  • Resume
  • Writing sample (no more than 5 pages)
  • Three professional references

ALC is committed to the principles of equal employment. We are committed to complying with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations. It is our intent to maintain a work environment that is free of harassment, discrimination, or retaliation based on an individual’s race (including, but not limited to, hair texture and protective hairstyles such as braids, locks, and twists), color, religion, religious creed (including religious dress and grooming practices), national origin, ancestry, citizenship, physical or mental disability, medical condition (including cancer and genetic characteristics), genetic information, marital status, reproductive health decision-making, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender (including gender identity and gender expression), age (40 years and over), sexual orientation, veteran and/or military status, protected medical leaves (requesting or approved for leave under the Family and Medical Leave Act or the California Family Rights Act), domestic violence victim status, political affiliation, height, weight, or any other status protected by federal, state, or local laws. ALC is dedicated to the fulfillment of this policy in regard to all aspects of employment, including, but not limited to, recruiting, hiring, placement, transfer, training, promotion, rates of pay, and other compensation, termination, and all other terms, conditions, and privileges of employment.

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