Executive Assistant
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Job Description
Executive Assistant supporting UFW Foundation executives and national immigration and farm-worker advocacy. Managing calendars, travel, communications, coalition relationships, and organizational initiatives remotely.
Responsibilities:
- Provide comprehensive high-level administrative, strategic, and logistical support to the CEO, another executive team member, or a full team
- Manage executive workflows, complex master calendars, correspondence, communications, clerical work, and records
- Coordinate communication among executive team members, staff, community members, departments, offices, and outside agencies
- Handle sensitive advocacy, organizing, immigration, workers’ rights, and personnel information confidentially
- Research and analyze data to prepare briefing materials, policy memos, spreadsheets, presentations, reports, and other documents
- Develop and implement office procedures and facilitate workflow for timely completion of work
- Coordinate national travel arrangements, 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 other materials
- Manage requisitions, equipment and supply orders, inventory, and designated office or department budgets
- Coordinate with external partners, vendors, and outside consultants
- Take notes during collaborative sessions, synthesize alignment points, and track action items for executive reporting
- Attend local, regional, and national coalition meetings, working groups, and community collaborations as a representative of the CEO or organization
- Articulate the UFW Foundation’s mission, campaigns, and policy stances in public and collaborative settings
- Serve as 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 services campaigns, worker assemblies, and solidarity campaigns
- May coordinate and supervise volunteers or interns
- Report to the CEO
Requirements:
- Bachelor’s degree in Business Administration, Communications, Legal Studies, Nonprofit Management, or a related field, or an equivalent combination of education, professional training, and direct, high-level operational experience
- Five (5) plus years of progressive administrative, operations, human resources support, program administration experience, or a combination of the aforementioned
- At least two (2) years closely supporting a high-level executive, human resources team, or programmatic team
- Proven experience acting as a main point of contact, liaison, or coordinator for multi-departmental projects involving executive-level stakeholders
- Executive administrative office functions, operations, practices, and procedures
- Methods of organizing and collecting data and information
- Effective record-keeping techniques
- Business letter and report preparation, editing, and proofreading
- Effective communication in both English and Spanish; bilingual ability in English and Spanish
- Excellent verbal and written communication skills
- Basic accounting knowledge and ability to keep accurate financial records
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and project management tools such as Asana, Slack, or Monday.com
- Ability to operate computers, related software, and office equipment and learn new applications and systems
- Demonstrated passion for or familiarity with immigration reform, workers’ rights, and/or issues impacting Latino, immigrant, and/or farm worker communities
- Valid driver’s license, access to an automobile, insurance, and willingness to drive to off-site locations
- Ability to travel domestically and/or internationally with the CEO
- Experience working within a 501(c)(3), charity, foundation, or mission-driven organization is preferred
- Ability to meet physical demands including sitting and standing for extended periods and lifting/carrying 0–50 pounds
Benefits:
- Accruals of 2, 3, and 4 vacation weeks per year depending on tenure
- 16 paid holidays (includes a personal day)
- 1 mental health day per calendar year
- Paid sick days
- Health, dental, and vision benefits
- Life insurance
- Flexible Spending Accounts
- Employee Assistance Program for support with personal and work-related challenges
- 403(b) retirement plan with 2% employer match (providing employee meets criteria)
- 401(k) retirement plan with no employer match (providing employee meets criteria)
- Employer-sponsored pension plan
- Supplemental insurance (within 30 days of hire date)
- Professional development opportunities and access to thousands of courses
- 20% discount for immigration services through the UFW Foundation
- Discounts via ADP Lifemart, TicketsatWork, and UnionPlus, including entertainment discounts
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