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Executive Assistant

3 months ago

San Jose, United States CAIR San Francisco Bay Area Full time
Title: Executive Assistant

Reporting Relationships: Report to the Executive Director.

Schedule Type: Full-Time (Non-exempt). 40 hours each week. Occasional evenings and weekends required.

Location: Based in CAIR's Santa Clara office. CAIR staff are currently working a hybrid schedule, with three days in-person and two days remote. Requires some travel throughout the Bay Area (vehicle, insurance, and driver's license required).

Duties and Responsibilities
  • Administrative Support
    • Provide comprehensive administrative support, including managing the executive director's calendar, scheduling meetings, and handling correspondence.
    • Coordinate travel arrangements and itineraries for the Executive Director.
    • Prepare reports, presentations, and other documents as required.
    • Ensure meticulous attention to detail in all aspects of administrative support, from initial planning stages to post-event analysis, including monitoring timelines, budget compliance, and quality of deliverables.
    • Develop and implement problem-solving strategies to address challenges in administrative coordination, proactively identifying potential issues and devising effective, creative solutions.
  • Event and Project Coordination
    • Assist in organizing and coordinating events, meetings, and conferences.
    • Support the planning and coordination of the annual fundraising gala
    • Manage or assist with special projects as assigned by the Executive Director, ensuring timely completion and alignment with organizational goals.
    • Oversee the work of interns and volunteers, ensuring alignment with organizational goals and standards.
  • Communication and Liaison
    • Act as a liaison between the Executive Director and internal/external stakeholders.
    • Conduct research on relevant topics, including policy issues, community needs, and potential funding sources, to support the executive director's strategic initiatives.
  • Strategic Support
    • Assist the Executive Director with strategic planning processes, including gathering data, facilitating meetings, and documenting plans and progress toward them.
Other duties as assigned, dependent on organizational needs and employee skills. All CAIR staff are required to assist in general duties such as answering phones, weekly outreach, fundraising, and other office tasks.

Required Qualifications
  • A minimum of three years in an administrative or executive assistant role.
  • Working knowledge of Microsoft Office.
  • Meticulous attention to detail in all aspects of administrative support.
  • Ability to meet deadlines and manage multiple projects with limited time.
  • Excellent oral and written communication to interface with community leaders, volunteers, donors, and colleagues in a professional and effective manner.
  • Experience with and proficiency in public speaking before diverse audiences.
  • A strong commitment to civil rights and CAIR's mission.
Preferred Qualifications
  • Experience working in Adobe Acrobat, Asana, and Canva.
  • Experience working with the American Muslim community.
  • Experience working with non-profit organizations.
Compensation
  • Compensation in the range of $27.00- $38.00/hour, commensurate with experience.
  • Fully paid Kaiser Health Insurance and Blue Cross PPO Dental Plan for employee and dependents.
  • 3% retirement matching contribution.
  • 12 paid holidays, 10 sick days, and 12 vacation days.


To Apply

Please submit (1) a cover letter discussing your interest in the position, (2) your resume, and (3) the names and contact information of three references, using the link below.

CAIR-CA is an equal opportunity employer.