Executive Assistant - Remote

UFW FOUNDATION JOB POST

TITLE:

Executive Assistant

FLSA STATUS:

Hourly (Non-Exempt) 

LOCATION:

Remote. While we have a preference for candidates based in Los Angeles or near one of our California regional offices (Bakersfield, Fresno, Oxnard, or Salinas) to facilitate occasional in-person connection, location is secondary to talent. If you are an exceptional Executive Assistant who can seamlessly manage Pacific Time Zone operations and drive executive alignment from anywhere in the country, we absolutely want to hear from you.

HIRING RANGE:

$23.00 to $31.00 per hour

About UFW Foundation: For over 20 years, the UFW Foundation has mobilized farm workers and their organizations across the country to advocate for more equitable policies, such as immigration reform, pesticide protections, heat standards, hazard pay, and other worker protections. We engage constituents in systemic change to break the cycle of poverty while also providing critical services. In fact, the UFW Foundation is one of the largest federally accredited immigration legal service providers in the state of California. The organization has staff in Arizona, California, Georgia, Illinois, Michigan, New York, and Washington state.     

SUMMARY: The Executive Assistant provides comprehensive high-level administrative, strategic, and logistical support to the Chief Executive Officer (CEO), another Executive Team member: Chief Finance Officer (CFO), Chief of Staff (COS), Chief Institutional Advancement Officer (CIAO), Chief Programs Officer (CPO), or equivalent, or a full team (e.g., Finance Team, Institutional Advancement Team, People Relations & Operations Team, etc.), while serving as a key representative for the organization in external spaces. This role goes beyond traditional administrative tasks. This dual-faceted role requires an individual who can seamlessly manage executive workflows and confidently represent the leader, the team, and/or the organization at high-stakes community meetings, coalition briefings, and national advocacy collaborations. They will perform a wide variety of duties requiring a high level of initiative and independent decision-making across a broad range of organizational activities with minimal direction, including, but not limited to, coordinating communication among executive team members, staff, and the community. In addition, the Executive Assistant will help implement policy and coordinate department- or organization-wide initiatives and respond to internal and external inquiries. 

Operating at the intersection of immigration and workers’ rights advocacy and systemic change policy reform, this position requires someone deeply committed to Latino, immigrant, and farm worker communities, with deep cultural competency and a profound commitment to empowering our communities. This position is vital to maximizing the leadership's impact and maintaining strong, trusted relationships with grassroots partners, immigrant allies, labor and workers’ rights allies, and funding stakeholders. The Executive Assistant will manage the Executive Team member’s or Team’s ecosystem, ensuring their time is optimized to advance the organization's national mission. This position will report to the CEO.

ESSENTIAL FUNCTIONS:  (This is not an exhaustive list)

1. Executive Support & Workflow Management

• Calendar, Communications, & Correspondence Management: Conserve the Executive Team Member’s or Team’s time by strategically routing correspondence; drafting professional communications; managing, organizing, and completing all clerical work and records management; managing complex master calendars; coordinating and organizing public relations and related activities for their assigned Executive Team member or Team; representing a positive image of their assigned Executive Team member and Team through in-person and telephone contacts. Communicate effectively with other UFW Foundation departments, offices, staff, and outside agencies to exchange information, coordinate activities, and resolve issues or concerns.
• Discretion & Confidentiality: Handle sensitive information regarding advocacy and organizing efforts, workers’ rights strategies, immigration initiatives, etc., and personnel matters with strict confidentiality.
• Information Analysis: Collect, research, and analyze data to prepare high-quality briefing materials, policy memos, spreadsheets, and presentations for internal and external use. Develop and implement procedures and facilitate workflow within their assigned Executive Team member’s office to assure efficient and timely completion of work. 
• Logistics & Travel: Coordinate extensive national travel arrangements, itineraries, and logistics optimized for speaking engagements, field visits, and donor meetings.
• Records Management: Develop and maintain important organizational files and documents, including organization charts, meeting calendars, etc. Keep track of deadlines. Compose correspondence on a variety of matters, including those of a confidential nature; prepare various letters, forms, reports, contracts, packets, statistical data, memoranda, bulletins, newsletters, notices, flyers, and other materials as directed; prepare, format, edit, proofread, and revise written materials for accuracy. Receive, sort, and route incoming correspondence, including email and incoming mail; compose replies as directed independently or from oral dictation; prepare and send materials for mailing. Complete specially assigned projects and prepare a variety of forms and reports on their assigned Executive Team member or Team’s behalf. Collaborate with their assigned Executive Team member or Team on the development of the office/department budget; monitor and oversee designated budgets to ensure that accounts are accurate, and expenditures are within established guidelines and requirements; make adjustments in the office/department budget as directed. Prepare and process requisitions according to established organizational procedures; order, receive, and maintain inventory of equipment and supplies in accordance with established guidelines.

1. External Representation & Collaboration

• Logistics & Coordination: Oversee daily coordination with external partners, including vendors and outside consultants.
• Meeting Synthesis: Active note-taking during collaborative sessions, synthesizing core alignment points, and tracking critical action items to report back to the Executive Team.
• Proxy Presence: Attend local, regional, and national coalition meetings, working groups, and community collaborations as a designated representative of the CEO or the organization.
• Public Alignment: Articulate the organization’s mission, active campaigns, and policy stances accurately and passionately in public or collaborative environments.
• Stakeholder Liaison: Act as a liaison between the executive office or team and grassroots leaders, farm worker unions, legal partners, and community members.

1. Meeting & Event Coordination

• Internal Governance: As assigned, manage agendas, document minutes, and track action items for Board of Directors and Executive Team meetings. Research and compile a variety of information, including that which is necessary for executive team meetings, fundraising and Board of Directors reports and functions. Input a wide variety of data into assigned computer system; maintain automated files and records; create queries and generate various computerized lists and reports; ensure accuracy of data entered; create and maintain other web-based means of communication to the public as directed.
• Community Events: Assist in planning and executing organizational events, national advocacy or services campaigns, worker assemblies, and solidarity campaigns.

1. Other duties as assigned.

SUPERVISORY RESPONSIBILITIES

• May involve the coordination and supervision of volunteers/interns.

MINIMUM REQUIREMENTS:

The ideal candidate for this position must have a high level of professionalism and organization. The candidate must demonstrate competency in the following areas:

• KNOWLEDGE OF: 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.
• ABILITY TO:
  • Deliver exceptional public speaking, interpersonal, and written communication suitable for representing a national brand, including communicating effectively in both English and Spanish, while modeling tact, patience, and courtesy when responding to the needs of team members and others.
  • Establish and maintain effective working relationships with others of diverse backgrounds, experience, and personalities, and work with diverse sites and conditions in a manner that achieves UFW Foundation goals.
  • Meet UFW Foundation standards of professional conduct as outlined in Policy.
  • Proficiently use Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and project management tools (Asana, Slack, or Monday.com). Operate computers, related software, and other office equipment, and flexibly learn new applications and systems as needed.
  • Travel with the CEO domestically and/or internationally, based on the operational needs of the organization and the executive. This includes coordinating end-to-end travel logistics, on-site event support, and real-time schedule adjustments during high-priority business trips.
  • Travel periodically to (1) Foundation regional offices for in-person meetings, trainings, or court appearances, and (2) the CEO's residence to handle the secure courier and distribution of vital organizational materials. 
• Si Se Puede® (It Can Be Done) Attitude. The embodiment of a personal spirit that promotes confidence, courage and risk-taking. 

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

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Language Skills: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, government officials and their staff members, and the general public. Must have excellent verbal and written communication skills. Strong interpersonal and communication skills are required. Bilingual ability in English and Spanish. 
• Mathematical Skills: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages. Ability to apply concepts of basic algebra. Must have basic accounting knowledge and ability to keep accurate financial records. 
• Reasoning Abillity: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

PREFERRED REQUIREMENTS AND/OR QUALIFICATIONS:

• Experience working within a 501(c)(3), charity, foundation, or mission-driven organization. 

EDUCATION and/or EXPERIENCE:

• (1) Bachelor’s degree in Business Administration, Communications, Legal Studies, Nonprofit Management, or a related field. Or (2) an equivalent combination of education, professional training, and direct, high-level operational experience that demonstrates the ability to perform the duties of the position may substitute.
• 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.

CERTIFICATES, LICENSES, REGISTRATIONS: 

• Valid driver’s license, access to an automobile, insurance, and willingness to drive to off-site locations.

COMPENSATION: 

The hourly pay range for this position is $23.00 to $31.00, and benefits include:

• 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
• Many discounts, such as entertainment discounts for movie theaters, theme parks, etc. via ADP Lifemart, TicketsatWork, and UnionPlus

*Note: Some of the benefits listed above are not available to temporary employees. Eligibility and access to benefits may vary based on employment status and other factors.

ADDITIONAL AND/OR SPECIAL REQUIREMENTS AND/OR QUALIFICATIONS

COVID-19 Vaccination Requirement – The UFW Foundation is committed to ensuring the health and safety of our community, employees, and program participants. While vaccinations and boosters are not currently mandatory, we strongly recommend their use as a crucial measure in reducing the transmission of COVID-19. It is imperative to emphasize that if a pandemic situation arises that necessitates vaccines and/or boosters, we will reinstate this requirement to protect everyone effectively. Vaccinations have proven to be effective in preventing the spread of the virus and reducing severe illness. By choosing to get vaccinated, individuals contribute to the collective effort in mitigating the impact of the pandemic and creating a safer environment for all. We will continually monitor the evolving situation and follow the guidance of health authorities.

PHYSICAL DEMANDS: 

Seeing to perform activities. Hearing and speaking to exchange information. Dexterity of hands and fingers to operate a keyboard. Sitting and standing for extended periods of time. Walking, twisting, stooping, crouching, kneeling, bending over, grasping, reaching overhead, pushing, pulling, and moving, lifting and/or carrying 0-50 pounds to waist height.

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.

This is a fully remote position. While we have a preference for candidates based in Los Angeles or near one of our California regional offices (Bakersfield, Fresno, Oxnard, or Salinas) to facilitate occasional in-person connection, location is secondary to talent. If you are an exceptional Executive Assistant who can seamlessly manage Pacific Time Zone operations and drive executive alignment from anywhere in the country, we absolutely want to hear from you.

EQUAL OPPORTUNITY EMPLOYER:

The UFW Foundation is an Equal Opportunity Employer. We believe a strong commitment to equal employment opportunity is more than a legal and moral obligation – it is also a sound business practice to realize the potential of every individual. We celebrate diversity and are committed to creating an inclusive work environment for all! In order to provide equal employment and advancement opportunity to all individuals, employment decisions at the UFW Foundation will be based on merit, qualifications, and abilities. Except where required or permitted by law, employment practices will not be influenced or affected by an applicant’s or employee’s race, color, religion, sex/gender, gender identity, gender expression, sexual orientation, marital status, medical condition, military or veteran status, national origin, ancestry, disability, genetic information, age, or any characteristic protected by law. 

We encourage all qualified applicants to apply for a position fighting for farm worker and immigrant communities! The UFW Foundation believes in second chances. As an organization, we will rely on individualized assessments in the hiring of those with past criminal convictions. The UFW Foundation will make reasonable accommodations for qualified individuals with qualified disabilities under the Americans with Disabilities Act unless doing so would result in an undue hardship. Persons of color, gay, lesbian, bisexual and transgender people, persons with disabilities, persons who have lived in poverty, formerly incarcerated, persons 40 years old or older, and people fluent in more than one language are strongly encouraged to apply for open positions with the UFW Foundation. 

This policy governs all aspects of employment, including selection, job assignment, compensation, counseling, discipline, termination, access to benefits and training. Our commitment to equal opportunity employment applies to all persons involved in our operations and prohibits unlawful discrimination by any employee, including supervisors and co-workers.