Executive Assistant

This is a fully remote position, open to applicants in California.

📋 Description

• Deliver extensive high-level administrative, strategic, and logistical assistance to the CEO, an executive team member, or a complete team.

• Oversee executive workflows, intricate master calendars, correspondence, communications, clerical tasks, and record management.

• Facilitate communication among executive team members, staff, community stakeholders, departments, offices, and external agencies.

• Manage sensitive issues related to advocacy, organizing, immigration, workers’ rights, and personnel information with confidentiality.

• Conduct research and data analysis to create briefing materials, policy memos, spreadsheets, presentations, reports, and other necessary documents.

• Design and implement office procedures to enhance workflow for the timely completion of tasks.

• Arrange national travel logistics, itineraries, logistics, speaking engagements, field visits, and donor meetings.

• Maintain organizational files, documents, calendars, deadlines, automated records, and databases.

• Prepare, format, edit, proofread, and revise correspondence, reports, contracts, packets, forms, memoranda, newsletters, notices, and additional materials.

• Manage requisitions, equipment and supply orders, inventory, and specific office or department budgets.

• Collaborate with external partners, vendors, and outside consultants.

• Document notes during collaborative sessions, synthesize alignment points, and track action items for executive reporting.

• Represent the CEO or organization at local, regional, and national coalition meetings, working groups, and community collaborations.

• Clearly communicate the UFW Foundation’s mission, campaigns, and policy positions in public and collaborative environments.

• Act as a liaison to grassroots leaders, farm worker unions, legal partners, and community members.

• Manage agendas, minutes, and action items for Board of Directors and Executive Team meetings.

• Assist with organizational events, national advocacy and service campaigns, worker assemblies, and solidarity initiatives.

• May coordinate and supervise volunteers or interns.

• Report directly to the CEO.

⛳️ Requirements

• Bachelor’s degree in Business Administration, Communications, Legal Studies, Nonprofit Management, or a related field, or equivalent education, professional training, and substantial high-level operational experience.

• Over five (5) years of progressive experience in administrative, operations, human resources support, or program administration, or a combination of these areas.

• At least two (2) years of direct support to a high-level executive, human resources team, or programmatic team.

• Demonstrated experience serving as the primary point of contact, liaison, or coordinator for multi-departmental projects involving executive stakeholders.

• Knowledge of executive administrative office functions, operations, practices, and procedures.

• Competence in methods for organizing and collecting data and information.

• Effective record-keeping techniques.

• Skills in business letter and report preparation, including editing and proofreading.

• Proficient communication skills in both English and Spanish; bilingual capability is essential.

• Excellent verbal and written communication abilities.

• Basic accounting knowledge and the capability to maintain accurate financial records.

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and project management tools such as Asana, Slack, or Monday.com.

• Ability to operate computers, relevant software, and office equipment, and to learn new applications and systems.

• A demonstrated passion for or familiarity with immigration reform, workers’ rights, and issues affecting Latino, immigrant, and/or farm worker communities.

• Valid driver’s license, access to a vehicle, insurance, and willingness to travel to off-site locations.

• Ability to travel domestically and/or internationally with the CEO.

• Experience in a 501(c)(3), charity, foundation, or mission-driven organization is preferred.

• Capability to meet physical demands, including prolonged sitting and standing, and lifting/carrying 0–50 pounds.

🏝️ Benefits

• Accrual of 2, 3, and 4 vacation weeks per year based on tenure.

• 16 paid holidays (including a personal day).

• 1 mental health day per calendar year.

• Paid sick days.

• Health, dental, and vision insurance benefits.

• Life insurance coverage.

• Flexible Spending Accounts.

• Employee Assistance Program for support with personal and work-related challenges.

• 403(b) retirement plan with a 2% employer match (if employee meets criteria).

• 401(k) retirement plan without an employer match (if employee meets criteria).

• Employer-sponsored pension plan.

• Supplemental insurance available (within 30 days of hire).

• Opportunities for professional development and access to thousands of courses.

• 20% discount on immigration services through the UFW Foundation.

• Discounts via ADP Lifemart, TicketsatWork, and UnionPlus, including entertainment discounts.