Executive Administrative Assistant

Title:

Executive Administrative Assistant

Reports to:

Executive Director

Department and

Location:

San Francisco Office

The Immigration Institute of the Bay Area was founded in 1918, and its mission is to welcome, educate and serve immigrants, refugees and their families as they join and contribute to the community. IIBA provides immigration legal services, English and civic education, and other services throughout the Bay Area, as well as through its collaborative efforts with local and regional service providers.

IIBA offers a team-oriented, collegial and collaborative work environment. We pride ourselves on providing excellent service to our clients, and we know our organization runs on the hard work and dedication of our passionate employees.

At IIBA, we have a clear vision: to be the place where adiverse mix of talented people want to come, to stay, and to do their best work. IIBA’s dedication to promoting diversity, multiculturalism, and inclusion is reflected in the work that we do. We are committed to equity and believe deeply in the value of diversity of race, sexual orientation, gender identity, religion, ethnicity, national origin and all the other wonderful characteristics that make us human.

The Executive Administrative Assistant position provides support to the Executive Director, and provides auxiliary support to the Director of Development on specific initiatives including IIBA’s annual fundraising event, Comedy Night for Immigrant Rights. A successful candidate will be a team player and a self-starter who is highly organized and able to prioritize, has a strong sense of responsibility, and possesses good verbal and written communication skills.

This is a great opportunity for a tech savvy career administrative assistant.

• Serves as the Executive Director’s administrative liaison to IIBA’s Board of Directors including taking meeting minutes, setting up meetings, distributing & maintaining Board materials, and maintaining Board information.
• Coordinate and maintain the Executive Director’s calendar.
• Act as a central contact for the Executive Director for all communications, correspondence and associated documentations.
• Organize and maintain all communications, documentation and reports in shared drive folder as appropriate.
• Submit reimbursement requests, reconcile credit card account, and manage invoices and receipts for the Executive Director.
• Find new and efficient ways to create work processes to help maximize the Executive Director’s time.
• Support ad hoc projects for the leadership team
• Provide administrative support to the Development department around key initiatives and events – some weekends and evenings required.
• Serve as a collaborative member of the Development team and provide support/back-up, as needed.
• Enters development department data into Salesforce, including gifts, contact information and other important details.
• Perform additional tasks as needed.

• 2+ years of experience providing administrative support to senior management &/or development department.
• Excellent organizational skills- high level of attention to detail and accuracy.
• Demonstrated proficiency with Microsoft Office, including Word, Excel and PowerPoint; basic knowledge of Salesforce is a plus
• Experience reporting to management and working with confidential information.
• Effective oral and written communication skills.
• Ability to multi-task and effectively manage competing priorities.
• Ability to learn and apply IIBA’S policies and procedures.
• Tech savvy with the ability to learn new systems quickly and effectively.
• Team player with the ability to be extremely effective independently.
• Forward thinker, who actively seeks opportunities and proposes solutions.
• Pr…