Office Manager & Executive Assistant

The Immigrant Legal Resource Center is Hiring!

Office Manager & Executive Assistant – Only in San Francisco, CA

The Immigrant Legal Resource Center (ILRC) is seeking a full-time Office Manager & Executive Assistant in our San Francisco, CA headquarters. This is an exempt position that reports to the Director of Human Resources & Administration. The ILRC currently has a hybrid work model that permits remote work, with two in-office days per week.

The ILRC is a national nonprofit legal support center headquartered in San Francisco with offices in Washington, D.C.; Austin, Houston, and San Antonio, TX; and the San Joaquin Valley of California. Founded in 1979, the ILRC is regarded as one of the foremost experts on engaging immigrants and developing their leadership in the democratic process; providing expertise on complex issues of immigration law, procedure and policy; and engaging in advocacy and educational initiatives on policies that affect immigrants. We are a team-based organization that makes decisions in a collaborative fashion that allows for significant staff input.

Job Responsibilities: The responsibilities of the Office Manager & Executive Assistant position will provide day-to-day administrative, logistical, and process management support in addition to oversight of both internal and external projects. This role will play a critical role in enhancing the effectiveness of the ILRC and amplifying the impact of our work. This position requires an individual who is well-organized, meticulous, resourceful, takes initiative, anticipates needs, and demonstrates excellent follow-through. Strong interpersonal skills and the ability to build and maintain positive working relationships with staff at all levels of the organization are essential for success in this position. The individual must demonstrate the ability to work with confidential information and exhibit a high degree of discretion, trustworthiness, critical thinking, and judgment in handling sensitive and confidential information. The candidate must have excellent written and verbal communication skills; successfully manage complex deliverables; be skilled at multi-tasking and prioritization; and exhibit exceptional attention to detail and timeliness. A high-level of independence and organizational skills are expected.

Additionally, this role will lead a team of two staff members and the candidate is to accomplish the following objectives:

Office Management:

• Manage our office operations in San Francisco, including space planning general maintenance, and collaborating on facilities-related matters.
• Provide administrative support to other offices, such as maintenance of leases and space planning.
• Oversee miscellaneous projects such as sustainability and working with vendors who align with our mission, and other projects as needed.
• Consistently provide a welcoming office environment to all existing and new staff for all office locations.
• Invest in building long-lasting relationships both externally and internally.
• Plan and execute logistics for all office-related events with the support of the administrative team as needed.
• Develop and oversee office-related policies and procedures, including software implementation for visitor management systems, reporting platforms, etc.

Executive Support:

• Provide executive and administrative support to the Executive Director and Deputy Director.
• Complete a broad variety of executive and administrative tasks that facilitate the Executive and Deputy Director’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
• Staff the Board on behalf of the Executive Director including handling all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.
• Conduct research and writing on topics as assigned.
• Draft correspondence, prepare meeting agendas, and facilitate meetings.
• Draft reports, speeches, and presentations on various topics.
• Proof and edit PowerPoint presentations as needed.
• Schedule and coordinate meetings, calls, and webinars for meetings involving the Board, Executive Director, and Deputy Director.
• Prepare Independent Contractor and vendor agreements, liaise with point of contacts for these agreements, and collaborate with the finance team and Executive Director for contract execution.

Program Management:

• Act as the relationship manager and owner for the Attorney of the Day program, including initiating contracts, fielding inquiries, and providing customer support.
• Coordinate the Ready California program on behalf of the Deputy Director including providing logistical support for meetings, managing the central calendar and listservs.

Supervision - manage the Administrative team of two responsible for:

• Providing project support to our programmatic staff of attorneys, New Americans Campaign, and policy and outreach staff, e.g. research, program planning, letters of support, doodle polls, data entry, copy editing, copying, etc.
• Providing logistics for convenings and conferences, and maintaining listservs and contact lists.
• Administering and managing the Salesforce database.
• Planning staff events: e.g. All-Staff Meetings, summer outings, holiday appreciation luncheon.

About You:

To be most successful in this role, you need to be:

• A born project manager with a knack for working backwards from a deadline to create a plan.
• Accustomed to working on multiple projects with different deadlines simultaneously.
• A natural people person who builds trusting relationships easily.
• A reliable and proactive communicator who reaches out and follows up in a timely manner.
• A solution-oriented, flexible individual who can successfully identify and achieve positive outcomes when faced with a challenge.
• A stickler for details who can be counted on to deliver high-quality and accurate work products.
• Outstanding verbal, written, and interpersonal communication skills. Ability to write clearly and succinctly; a competent proofreader and meeting note-taker.
• A caretaker of sensitive information about staff, ILRC’s community, board discussions, etc.
• A self-motivated worker who can collaborate while maintaining accountability among all members of a project.
• Comfortable with and excited to learn and use new and various technology platforms.
• Passionate about immigrant rights and committed to understanding the needs and challenges of the immigrant community.
• Ability to perform duties outside of normal business hours when necessary.

Qualifications:

• Bachelor’s degree preferred or the equivalent amount of directly related work experience.
• 7+ years of progressive administrative support experience, preferably at the executive level.
• At least four years of supervisory experience preferred.
• Proven track record as a strong people manager with the ability to supervise staff with different learning styles and skills.
• Exceptional interpersonal skills, and the ability to establish and maintain effective and appropriate working relationships with staff, board members, the general public, and outside organizations.
• Facilities experience preferred, but not required.
• Enthusiasm for administrative responsibilities and tasks.
• Good judgement, discretion, and the ability to approach work with tact and diplomacy.
• Proven ability to take minimal direction from leadership and see initiatives through to completion with minimal oversight.
• Project management experience, including the ability to keep projects on track and follow up with team members as necessary.
• Excellent oral and written communication skills, including the ability to clearly communicate instructions via email, the phone, and in person.
• Flexibility and ability to work and meet deadlines on multiple projects simultaneously.
• Excellent organizational skills and strong attention to detail.
• Experience researching and writing about various topics.
• Advanced computer skills and demonstrated experience with calendaring software, email and other applications including Outlook, Word, Excel, PowerPoint, Box and Zoom meeting management. Working knowledge of Google Suite and Microsoft Teams is a plus.
• Respect for all co-workers and partner collaborators, and enthusiasm for working in a team-based, collaborative organization.

Compensation/Benefits:

The annual pay range for this position is $90,000 - $103,000. The ILRC offers excellent benefits, medical/dental/vision insurance, 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.

Applications:

This position will remain open until filled. To ensure consideration, please submit a cover letter explaining your qualifications for and interest in the position, a resume, and the names of three references.

Online applications are preferred. As an alternative, you can mail your application to:

Office Manager & Executive Assistant Hiring Committee

Immigrant Legal Resource Center

1458 Howard Street

San Francisco, CA 94103

No phone calls, please.

As a condition of employment at the ILRC, you will be required to submit proof of vaccination and the most recent booster shot available against COVID-19.*

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 laws.