Admin Assistant
3.
0 San Juan, TX San Juan, TX Full-time Full-time $12 an hour $12 an hour 11 days ago 11 days ago 11 days ago ADMINISTRATIVE ASSISTANT JOB DESCRIPTION FLSA Status:
Non-Exempt Entity:
LUPE Department:
Administration Reports to:
Executive Director SUMMARY The assistant provides support by performing complex and confidential, technical, and administrative tasks for LUPE's Executive Director.
They will coordinate and manage their daily activities, enabling them to effectively lead and drive organizational success.
This position is tasked with strong organizational skills, proactive coordination abilities, and meticulous attention to detail.
LUPE has a sister organization, LUPE Votes, a separate, but related, nonprofit organization that is exempt from federal income tax under section 501(c)(4) of the Internal Revenue Code.
Although LUPE and LUPE Votes share a common goal of supporting immigrants and low-income people in Rio Grande Valley, and nationally, they are separate organizations with their own board of directors and a set of employees at the two organizations, including the person filling this position, share their time between the two organizations.
This has no effect on salary or benefits.
Essential Duties &
Responsibilities:
1.
Scheduling & Calendar Management Manage the Executive Director's calendar, ensure timely follow up to all meeting requests, and ensure that time is allocated to highest priorities.
Plan, coordinate, and ensure that the ED's schedule has adequate time blocked off to execute important tasks.
Ensure that the Executive Director's schedule is followed and respected, acting as a gateway role to the ED.
Screen, prioritize, and manage responses to incoming inquiries and requests, using discretionary judgment, to ensure effective triaging and follow-up.
Answer phone calls, emails and take messages.
This may also involve representing the Executive Director in her appointments and meetings.
Help with daily time management, including reminding the Executive Director when meetings are starting or ending.
Models email excellent email etiquette through writing and distributing email, correspondence memos, letters, etc.
2.
Meeting Logistics and Support Support the Executive Director with logistics and preparation for meetings, including reminders of key deliverables.
Prepare and modify documents including correspondence, meeting agendas, reports, drafts, memos, and emails.
Take accurate and comprehensive notes at meetings.
Support the planning and execution of meetings, convenings, and retreats that the Executive Director is involved in.
Provide support for board meetings, including scheduling, logistics, drafting reports, distributing board packets, providing administrative and technical support during board meetings.
3.
Travel and Administrative Support Coordinate travel arrangements and itineraries, including flights, accommodations, ground and public transportation for the Executive Director.
Compile documents for travel-related meetings.
Support the Executive Director with last minute travel changes or disruptions, as needed.
Complete and file credit card expense reports, reimbursements, invoice requests, expenditures, and other accounting-related paperwork for the Executive Director.
Coordinate events and speaking engagements.
Run errands, as requested.
Perform other related duties as assigned.
Nothing in the Job description restricts management's right to assign or reassign duties and responsibilities to this job description at any time, for any reason.
QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Key qualifications include:
Superb judgment and discernment:
Can be trusted with highly confidential or sensitive information.
Thoughtful team member who acts in alignment with integrity and are unfailingly trustworthy.
Excellent at using tact and diplomacy when the moment calls for it.
Flexible and persistent problem solver:
Proven ability to plan ahead and able to find alternative paths when challenges and problems inevitably arise.
Can prioritize conflicting needs and handle matters expeditiously.
Can identity and implement creative solutions, even when things are hectic.
Impeccable attention to detail and follow through:
Has or can create systems for keeping tasks from slipping through the cracks.
Able to juggle competing demands and prioritize without sacrificing quality.
Can notice and fix errors that others might overlook.
Has a track record of leaving things better than they found them with an ability to work in a fast-paced environment.
Organizational skills are indispensable for success in the position Clear and concise bilingual communicator:
Can provide concise and clear written and verbal communication to a range of audiences, including board members, external partners and staff, and in both English and Spanish.
Can effectively capture and organize to-dos from meetings, including names and timelines.
Can effectively manage up to more senior staff, including asking direct questions to get the necessary information to complete a task.
Excellent interpersonal skills and communication is required.
Mission alignment:
Belief in our mission to build stronger, healthier communities where colonia residents use the power of civic engagement for social change.
Candidates must also be familiar with excel and be competent in computer literacy with excellent email etiquette.
EDUCATION and/or EXPERIENCE High school diploma or general education degree (GED); or three to six months related experience and/or training; or equivalent combination of education and experience.
LANGUAGE SKILLS Ability to read and comprehend simple instructions, short correspondence, and memos.
Ability to write simple correspondence.
Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
Proficiency in English and Spanish required.
REASONING ABILITY Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.
CERTIFICATES, LICENSES, REGISTRATIONS Valid Driver's License.
PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
The employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl.
The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds.
WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
BENEFITS $9,000
per year in 100% employer-sponsor healthcare insurance (medical & dental) for the employee, spouse, and children under 26 years old (eligible after 3 months of employment) $8,000.
00 death insurance 401K Plan Mileage reimbursement 40 hours accrued paid vacation year one; 80 hours accrued paid vacation years 2-8; 120 accrued hours paid after year 8 8 hours Personal Time Off a year 12 Paid Holidays a year 5 Paid Sick Leave days Lifemart In-Service Day once per year, organized by LUPE to observe Cesar Chavez Day or self-organized alternative option Job Type:
Full-time Pay:
$12.
00 per hour Expected hours:
40 per week
Benefits:
401(k) Dental insurance Health insurance Paid time off Schedule:
8 hour shift Monday to Friday
Experience:
Office:
2 years (Preferred) Ability to Relocate:
San Juan, TX 78589:
Relocate before starting work (Required) Work Location:
In person Manage the Executive Director's calendar, ensure timely follow up to all meeting requests, and ensure that time is allocated to highest priorities.
Plan, coordinate, and ensure that the ED's schedule has adequate time blocked off to execute important tasks.
Ensure that the Executive Director's schedule is followed and respected, acting as a gateway role to the ED.
Screen, prioritize, and manage responses to incoming inquiries and requests, using discretionary judgment, to ensure effective triaging and follow-up.
Answer phone calls, emails and take messages.
This may also involve representing the Executive Director in her appointments and meetings.
Help with daily time management, including reminding the Executive Director when meetings are starting or ending.
Models email excellent email etiquette through writing and distributing email, correspondence memos, letters, etc.
Support the Executive Director with logistics and preparation for meetings, including reminders of key deliverables.
Prepare and modify documents including correspondence, meeting agendas, reports, drafts, memos, and emails.
Take accurate and comprehensive notes at meetings.
Support the planning and execution of meetings, convenings, and retreats that the Executive Director is involved in.
Provide support for board meetings, including scheduling, logistics, drafting reports, distributing board packets, providing administrative and technical support during board meetings.
Coordinate travel arrangements and itineraries, including flights, accommodations, ground and public transportation for the Executive Director.
Compile documents for travel-related meetings.
Support the Executive Director with last minute travel changes or disruptions, as needed.
Complete and file credit card expense reports, reimbursements, invoice requests, expenditures, and other accounting-related paperwork for the Executive Director.
Coordinate events and speaking engagements.
Run errands, as requested.
$9,000
per year in 100% employer-sponsor healthcare insurance (medical & dental) for the employee, spouse, and children under 26 years old (eligible after 3 months of employment) $8,000.
00 death insurance 401K Plan Mileage reimbursement 40 hours accrued paid vacation year one; 80 hours accrued paid vacation years 2-8; 120 accrued hours paid after year 8 8 hours Personal Time Off a year 12 Paid Holidays a year 5 Paid Sick Leave days Lifemart In-Service Day once per year, organized by LUPE to observe Cesar Chavez Day or self-organized alternative option 401(k) Dental insurance Health insurance Paid time off 8 hour shift Monday to Friday Office:
2 years (Preferred) San Juan, TX 78589:
Relocate before starting work (Required).
Estimated Salary: $20 to $28 per hour based on qualifications.
0 San Juan, TX San Juan, TX Full-time Full-time $12 an hour $12 an hour 11 days ago 11 days ago 11 days ago ADMINISTRATIVE ASSISTANT JOB DESCRIPTION FLSA Status:
Non-Exempt Entity:
LUPE Department:
Administration Reports to:
Executive Director SUMMARY The assistant provides support by performing complex and confidential, technical, and administrative tasks for LUPE's Executive Director.
They will coordinate and manage their daily activities, enabling them to effectively lead and drive organizational success.
This position is tasked with strong organizational skills, proactive coordination abilities, and meticulous attention to detail.
LUPE has a sister organization, LUPE Votes, a separate, but related, nonprofit organization that is exempt from federal income tax under section 501(c)(4) of the Internal Revenue Code.
Although LUPE and LUPE Votes share a common goal of supporting immigrants and low-income people in Rio Grande Valley, and nationally, they are separate organizations with their own board of directors and a set of employees at the two organizations, including the person filling this position, share their time between the two organizations.
This has no effect on salary or benefits.
Essential Duties &
Responsibilities:
1.
Scheduling & Calendar Management Manage the Executive Director's calendar, ensure timely follow up to all meeting requests, and ensure that time is allocated to highest priorities.
Plan, coordinate, and ensure that the ED's schedule has adequate time blocked off to execute important tasks.
Ensure that the Executive Director's schedule is followed and respected, acting as a gateway role to the ED.
Screen, prioritize, and manage responses to incoming inquiries and requests, using discretionary judgment, to ensure effective triaging and follow-up.
Answer phone calls, emails and take messages.
This may also involve representing the Executive Director in her appointments and meetings.
Help with daily time management, including reminding the Executive Director when meetings are starting or ending.
Models email excellent email etiquette through writing and distributing email, correspondence memos, letters, etc.
2.
Meeting Logistics and Support Support the Executive Director with logistics and preparation for meetings, including reminders of key deliverables.
Prepare and modify documents including correspondence, meeting agendas, reports, drafts, memos, and emails.
Take accurate and comprehensive notes at meetings.
Support the planning and execution of meetings, convenings, and retreats that the Executive Director is involved in.
Provide support for board meetings, including scheduling, logistics, drafting reports, distributing board packets, providing administrative and technical support during board meetings.
3.
Travel and Administrative Support Coordinate travel arrangements and itineraries, including flights, accommodations, ground and public transportation for the Executive Director.
Compile documents for travel-related meetings.
Support the Executive Director with last minute travel changes or disruptions, as needed.
Complete and file credit card expense reports, reimbursements, invoice requests, expenditures, and other accounting-related paperwork for the Executive Director.
Coordinate events and speaking engagements.
Run errands, as requested.
Perform other related duties as assigned.
Nothing in the Job description restricts management's right to assign or reassign duties and responsibilities to this job description at any time, for any reason.
QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Key qualifications include:
Superb judgment and discernment:
Can be trusted with highly confidential or sensitive information.
Thoughtful team member who acts in alignment with integrity and are unfailingly trustworthy.
Excellent at using tact and diplomacy when the moment calls for it.
Flexible and persistent problem solver:
Proven ability to plan ahead and able to find alternative paths when challenges and problems inevitably arise.
Can prioritize conflicting needs and handle matters expeditiously.
Can identity and implement creative solutions, even when things are hectic.
Impeccable attention to detail and follow through:
Has or can create systems for keeping tasks from slipping through the cracks.
Able to juggle competing demands and prioritize without sacrificing quality.
Can notice and fix errors that others might overlook.
Has a track record of leaving things better than they found them with an ability to work in a fast-paced environment.
Organizational skills are indispensable for success in the position Clear and concise bilingual communicator:
Can provide concise and clear written and verbal communication to a range of audiences, including board members, external partners and staff, and in both English and Spanish.
Can effectively capture and organize to-dos from meetings, including names and timelines.
Can effectively manage up to more senior staff, including asking direct questions to get the necessary information to complete a task.
Excellent interpersonal skills and communication is required.
Mission alignment:
Belief in our mission to build stronger, healthier communities where colonia residents use the power of civic engagement for social change.
Candidates must also be familiar with excel and be competent in computer literacy with excellent email etiquette.
EDUCATION and/or EXPERIENCE High school diploma or general education degree (GED); or three to six months related experience and/or training; or equivalent combination of education and experience.
LANGUAGE SKILLS Ability to read and comprehend simple instructions, short correspondence, and memos.
Ability to write simple correspondence.
Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
Proficiency in English and Spanish required.
REASONING ABILITY Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.
CERTIFICATES, LICENSES, REGISTRATIONS Valid Driver's License.
PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
The employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl.
The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds.
WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
BENEFITS $9,000
per year in 100% employer-sponsor healthcare insurance (medical & dental) for the employee, spouse, and children under 26 years old (eligible after 3 months of employment) $8,000.
00 death insurance 401K Plan Mileage reimbursement 40 hours accrued paid vacation year one; 80 hours accrued paid vacation years 2-8; 120 accrued hours paid after year 8 8 hours Personal Time Off a year 12 Paid Holidays a year 5 Paid Sick Leave days Lifemart In-Service Day once per year, organized by LUPE to observe Cesar Chavez Day or self-organized alternative option Job Type:
Full-time Pay:
$12.
00 per hour Expected hours:
40 per week
Benefits:
401(k) Dental insurance Health insurance Paid time off Schedule:
8 hour shift Monday to Friday
Experience:
Office:
2 years (Preferred) Ability to Relocate:
San Juan, TX 78589:
Relocate before starting work (Required) Work Location:
In person Manage the Executive Director's calendar, ensure timely follow up to all meeting requests, and ensure that time is allocated to highest priorities.
Plan, coordinate, and ensure that the ED's schedule has adequate time blocked off to execute important tasks.
Ensure that the Executive Director's schedule is followed and respected, acting as a gateway role to the ED.
Screen, prioritize, and manage responses to incoming inquiries and requests, using discretionary judgment, to ensure effective triaging and follow-up.
Answer phone calls, emails and take messages.
This may also involve representing the Executive Director in her appointments and meetings.
Help with daily time management, including reminding the Executive Director when meetings are starting or ending.
Models email excellent email etiquette through writing and distributing email, correspondence memos, letters, etc.
Support the Executive Director with logistics and preparation for meetings, including reminders of key deliverables.
Prepare and modify documents including correspondence, meeting agendas, reports, drafts, memos, and emails.
Take accurate and comprehensive notes at meetings.
Support the planning and execution of meetings, convenings, and retreats that the Executive Director is involved in.
Provide support for board meetings, including scheduling, logistics, drafting reports, distributing board packets, providing administrative and technical support during board meetings.
Coordinate travel arrangements and itineraries, including flights, accommodations, ground and public transportation for the Executive Director.
Compile documents for travel-related meetings.
Support the Executive Director with last minute travel changes or disruptions, as needed.
Complete and file credit card expense reports, reimbursements, invoice requests, expenditures, and other accounting-related paperwork for the Executive Director.
Coordinate events and speaking engagements.
Run errands, as requested.
$9,000
per year in 100% employer-sponsor healthcare insurance (medical & dental) for the employee, spouse, and children under 26 years old (eligible after 3 months of employment) $8,000.
00 death insurance 401K Plan Mileage reimbursement 40 hours accrued paid vacation year one; 80 hours accrued paid vacation years 2-8; 120 accrued hours paid after year 8 8 hours Personal Time Off a year 12 Paid Holidays a year 5 Paid Sick Leave days Lifemart In-Service Day once per year, organized by LUPE to observe Cesar Chavez Day or self-organized alternative option 401(k) Dental insurance Health insurance Paid time off 8 hour shift Monday to Friday Office:
2 years (Preferred) San Juan, TX 78589:
Relocate before starting work (Required).
Estimated Salary: $20 to $28 per hour based on qualifications.
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