Executive Assistant (Bilingual in English/Spanish)

Agency Description

Instituto Familiar de la Raza, Inc. is a multi-service community health and social service agency with an emphasis on serving the Chicanx/Latinx, indigena community in San Francisco with a special focus on the diverse needs of the  Mission District. Services include a wide range of mental health, HIV-related services, and social services, including health promotion, education, prevention, early intervention, case management, and clinical and artistic mentoring services, psychological and psychiatric interventions as well as cultural/social and spiritual re-enforcement. The agency serves children, youth, adults and families. It has a rich history of working collaboratively with other agencies to meet the needs of the diverse Chicanx/Latinx, indigena communities and other cultural/racial communities in San  Francisco.

Job/Program Description

Instituto is seeking an outgoing and friendly Bilingual in English/Spanish Executive Assistant to join a community-based organization that is dedicated to serving the Latino Population of San Francisco. We offer an opportunity to gain experience with a dedicated team of professionals who have been servicing the mission district for forty-five years. 

The ideal candidate will have strong interpersonal skills with previous executive administrative Experience. 

Essential Job Duties are, but are not limited to the following:
  • Serve as liaison between the Executive Director, staff, stakeholders, and public
  • Keep ED advised of time-sensitive and priority issues 
  • Assist the Executive Director with complex administrative tasks and project planning and management 
  • Maintain Executive Director’s daily calendar; schedule appointments, conferences, speaking engagements, and meetings; make travel arrangements. 
  • Staff Executive Director on various meetings and special projects including but not limited to Leadership Circle, General Staff, Board of Directors meetings 
  • Organize and coordinate meetings, including preparing and gathering documents and attending to logistics, meeting notices, agendas, and minutes.  
  • Screen, answer and respond to Executive Director telephone calls, mail, and messages and direct calls for appropriate and timely resolution. 
  • Keep the Executive Director informed of all correspondence, phone calls, and deadlines that are time-sensitive; determine priority of matters of attention for the Executive Director; redirect matters as needed to appropriate staff. 
  • Provide assistance with the preparation of proposals, MOUs, and/or contract packages.
  • Compose, review and send a variety of business correspondence and internal/external communication on behalf of the Executive Director and Senior Leadership Team.
  • Produce narrative reports, data reports, spreadsheets, and presentations for the Executive Director as needed.
  • Prepare, reconcile, and submit expense reports for the Executive Director 
  • Maintain organized paper and electronic record-keeping and filing systems through Google Drive and IFR  server 
  • Translation of documents from English to Spanish and vice versa 
  • Compile monthly reports from Concilio for Executive Director report to the Board of Directors
  • Ongoing communication and support to the Board of Directors 
  • Maintain strong communication with the front desk regarding IFR room reservation calendaring  
  • Plan and coordinate venue, catering and logistics for Executive Director senior leadership meetings, planning sessions, retreats, etc. 
  • Assists with coordination and organization of special projects and annual community events 
  • Participate in agency meetings and IFR’s sponsored cultural events 
  • Provides front desk coverage as needed based on IFR’s operational schedule
  • Other duties and special projects as assigned from time to time, including supporting other departments or  Executives as needed.
Required Skills
  • Bilingual Spanish/English
  • Proficient with Microsoft Office Suite
  • Project management skills
  • Excellent oral and written communication, strong organizational and interpersonal skills
  • Understanding of non-profit administration and non-profit Board
  • Demonstrates initiative and strong problem-solving skills
  • Strong interpersonal and public relations skills
  • Experience with editing and proofreading work in English and Spanish
  • Self-motivated, fast learner, reliable and flexible
  • Ability to work independently and efficiently within a team structure
  • Strong attention to detail and organizational skills
  • Ability to maintain discretion and confidentiality
  • Experience working within the health care system and a non-profit community agency
  • Operates office equipment
Physical Demands

The physical demands described here are representative of that which an employee encounters while performing the essential functions of this job. Reasonable accommodations can be made to enable individuals with disabilities to perform essential functions. 

  • Good general health, physical stamina, and emotional stability are essential. 
  • Ability to hear within normal range and communicate effectively in person or via telephone in a manner that can be understood by those with whom the person is speaking, including a diverse population 
  • Requires physical ability to sit at a keyboard for long periods of time and manual dexterity to operate word  processing equipment with skill, speed and accuracy 
  • Ability to move quickly to address emergency or potentially dangerous situations 
  • Ability to move about the building and the organization as needed 
  • Ability to use public and/or private modes of transportation. Duties are office-based, but travel to various  offsite venues is required 
  • On occasion must lift up to 35 LBS
Education, Certifications, and Licenses
  • Bachelor’s Degree or Associate Arts degree (if AA must have a minimum of five years administrative experience  supporting executive level personnel)  
  • Must pass and maintain annual Tuberculosis Test 
  • Must pass Department of Justice Fingerprint screening 
  • Complete annual recurrent online training.
Conditions of Continued Employment
  • Must submit to a tuberculosis test annually
  • Must pass the Department of Justice Fingerprint screening pass
Compensation and benefits²

The salary is $66,560.00 full-time, exempt position. 

All full-time positions are based on a minimum of (35) thirty-five hours per week. This is a full-time, exempt position at 35 hours a week. The position is eligible to participate in medical, dental, vision, and 403(b) plans, earn vacation, sick leave, paid holidays, and receive ongoing opportunities for learning.

To Apply:

Interested applicants should send an email to j[email protected] with “Executive Assistant” in the subject line and include the following:

  • A resume
  • A cover letter explaining your interest in Instituto Familiar de la Raza and the position

Please note resumes without a cover letter will not be considered.

Instituto Familiar de la Raza is an equal-opportunity employer and does not discriminate on the basis of race, culture, age, disability, gender, or sexual orientation. People of color are encouraged to apply.

² Please note that IFR reserves the right to change its benefits and contributions at any time at its sole discretion.


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