Executive Assistant​/Office Coordinator

Overview

This role is for you if you’re the kind of person who finishes the loop, not just starts the task. You can juggle details without dropping the ball, keep things polished and professional, and you’re energized by being the go-to person who makes an office run smoothly.

Role:
Executive Assistant & Office Coordinator to support RELA’s leadership team and keep Boise office operations running smoothly. This is an assistant/support role — you’ll coordinate with department owners (HR/recruiting/compliance, accounting/finance, scheduling leaders) and help get work done, documented, and followed through. You are not the primary owner of HR, accounting, or scheduling — but you are a dependable Boise-based operator who helps keep things moving and closes loops.

• Manage calendars, meetings, agendas, and follow-ups.
• Draft professional emails and internal communications.
• Track action items and deadlines; drive tasks to completion.
• Support special projects, research, and miscellaneous “make this happen” requests.

• Be the Boise point of contact for walk-ins/visitors and interpreter support.
• Keep the office organized and running; supplies, facility needs, vendor coordination.
• Coordinate logistics for on-site meetings, interpreter training, and orientation.
• Handle mail/shipping and secure document handling.
• Maintain clean digital/physical filing and documentation standards.

• Own translation projects end-to-end: intake, requirements gathering, quoting inputs, and delivery timelines.
• Assign work to the right translator/reviewer, track progress, and keep stakeholders updated.
• Review final deliverables for completeness and client-ready formatting/polish; coordinate revisions when needed.
• Deliver the final product to clients professionally and on time; maintain a clean translation log/status tracker.
• Ensure translation billing details are complete and hand off clean documentation for invoicing.
• Coordinate certified/notarized translation needs when applicable.

• Print, laminate, trim, and distribute badges and OPI/VRI cards cleanly and consistently.
• Produce professional office/client-facing materials (signs, packets, handouts).
• Apply strong visual attention to detail: alignment, margins, spacing, borders, color, consistency.
• Update simple materials using templates (e.g., Canva, Word/PowerPoint layout, PDF tools).
• Reliably produce clean, aligned, consistent badges/cards/packets (not crooked, not off-center, not sloppy).

• Receive and record client payments (checks).
• Prepare/coordinate deposits and deposit documentation (audit trail).
• Send confirmations/supporting docs to accounting for recordkeeping.
• Support invoice inputs and routing (details, PO numbers, job references, translation vs interpreting).
• Assist with collections support (tracking, documentation, follow-up).
• Chase clarifications on time/actuals mismatches and invoice exceptions.

• In-person Boise support for interpreter onboarding and document collection/scanning.
• Track and follow up on compliance requirements and escalate at-risk deadlines.
• Keep interpreter files accurate, current, and clean (no duplicates/outdated docs).
• Support status changes and ensure updates “stick” across tools (as directed).

• Maintain action-item and open-loop trackers.
• Send clear status updates so leadership doesn’t have to chase people.
• Coordinate across teams to ensure Boise-side steps are completed and documented.

• Triage overflow calls and route correctly while capturing key intake details.
• Perform simple scheduling support tasks only when delegated (confirm availability, send templates, update notes).

• Leadership feels a real reduction in mental load because follow-ups and tracking are handled.
• Boise office looks and feels organized, welcoming, and reliable.
• Printed materials (badges/cards/packets) look consistently professional.
• Tasks don’t stall — work moves forward with clear…