Administrative Assistant

ACCIÓN LATINA · SAN FRANCISCO, CA

Part-time • In-person • Mission District • Reports to Executive Director

PAY RATE $30–$35/hr HOURS 20–25 hrs/week LOCATION 2958 24th St, SF (primarily in-person)DEADLINE April 27, 2026

WHO WE ARE

Acción Latina is an arts and media nonprofit based in San Francisco’s Latiné Cultural District, built on two strong pillars: community media and cultural arts. Our community media pillar is anchored by El Tecolote, the longest-running bilingual, biweekly newspaper serving San Francisco’s working-class Latiné and immigrant community since 1970. Our cultural arts pillar encompasses a growing portfolio of visual, literary, and performing arts programming rooted in Latiné culture and community life.

We are a small, close-knit team united by shared values and a deep commitment to the community we serve.

POSITION OVERVIEW

The Administrative Assistant is a key support role at Acción Latina, supervised by and working directly with the Executive Director to ensure the organization’s administrative and operational needs are handled with care, consistency, and follow-through. This is a meaningful opportunity to be part of an organization that is rooted in San Francisco’s Latiné community for over 55 years — and to contribute to its continued strength from the inside.

This role carries real responsibility. We are looking for someone who takes ownership of their work, communicates proactively, can work independently, and understands that the health of the organization depends in part on the strength of its administrative foundation. In return, this is an opportunity to grow within a mission-driven organization and to be genuinely connected to the work we do every day. This position is primarily in-person at our Mission District office, with the possibility of some remote work.

RESPONSIBILITIES

Administrative & executive support

• Provide day-to-day administrative support to the Executive Director, including managing schedules, organizing meetings, handling correspondence, and coordinating travel arrangements for conferences and convenings.
• Provide support to the Executive Director with grant writing and research tasks.
• Take clear and organized notes in meetings and ensure follow-up items are tracked and completed in a timely manner.
• Draft, proofread, and manage internal and external correspondence as directed by the Executive Director.
• Provide administrative support for organizational events, workshops, and programs, including logistical coordination with vendors and responding to inquiries from community members, partners, and visitors.
• Assist with managing donor database and donor communications, including appeal and thank you letters as needed.

Office management

• Oversee the smooth day-to-day functioning of the office, including maintaining supplies, equipment, and facilities, and ensuring a clean and productive workspace for staff.
• Manage vendor and subscription tracking to ensure accounts, renewals, and key services remain current.
• Maintain organized filing and document management systems for contracts, agreements, organizational records, and other key materials.
• Ensure that backup of all organizational files occurs on a regular basis.

Financial administration

• Assist with basic financial tasks, including processing invoices, tracking expenses, supporting payment processing, and maintaining financial records in coordination with the Executive Director.
• Track and maintain a clear log of organizational financial deadlines — including grant reporting due dates, insurance renewals, bill payments, and city and county compliance requirements — flagging upcoming items for the Executive Director’s review.
• Support travel financial administration, including tracking funded travel allocations and reconciling actual expenses for conferences and convenings.
• Assist with tracking grant deadlines to ensure the Executive Director is aware of upcoming reporting and submission requirements.

Board & organizational support

• Support board meeting preparation, including drafting agendas and gathering financial materials.
• Assist with new staff onboarding by preparing orientation materials.
• Maintain comprehensive records of organizational activities and assist with compiling data and preparing reports for internal and external stakeholders as directed.
• Assist in maintaining volunteer records and onboarding of volunteers.

QUALIFICATIONS

Knowledge and experience

• 3–5 years of administrative experience required, preferably in a nonprofit or community-based organization.
• Background in business administration, nonprofit management, or a related field preferred.
• Knowledge of nonprofit operations, including familiarity with grant cycles and compliance reporting, preferred.
• Basic finance principles required — experience with expense tracking, invoice processing, or financial reporting a plus.
• Proficiency in Google Suite (Docs, Sheets, Calendar, Drive) required; experience with Excel, MS Word, and basic accounting software a plus. Experience working on a Mac is required.

Skills and abilities

• Exceptionally organized with strong attention to detail and the ability to manage multiple deadlines simultaneously.
• A proactive communicator who keeps the Executive Director informed, follows up without being asked, and is comfortable with a culture of over-communication.
• Able to handle sensitive financial and organizational information with discretion and professionalism.
• Strong note-taking, follow-through, and calendar management skills.
• Able to work both independently and collaboratively in a fast-paced environment.
• Strong written and verbal communication skills.
• Experience working with Latiné community-based organizations preferred.
• Bilingual in English and Spanish preferred.
• Professional in the workplace and in all external communications.
• Open to growth within the organization as the role and team evolve.
• Comfortable working in-person and open to hybrid work as the role evolves.

COMPENSATION & SCHEDULE

• Pay rate: $30–$35/hour, commensurate with experience.
• Hours: Part-time, 20–25 hours per week.
• Paid time off: PTO accrues based on years of service — 15 days/year for the first 3 years, increasing with tenure. PTO is available to use beginning 90 days after your start date and rolls over year to year up to a maximum cap.
• Paid sick time: Accrued per California and San Francisco paid sick leave requirements.
• Paid holidays: Part-time employees receive holiday pay for holidays that fall on their regularly scheduled workdays.
• Location: Primarily in-person at our Mission District office, 2958 24th Street, San Francisco. Some remote work may be possible in the future, but is not guaranteed.

HOW TO APPLY Submit a cover letter and resume — including names and email addresses of two references — to hr@accionlatina.org with the subject line “Administrative Assistant.” Application deadline: April 27, 2026. This position is open until filled. For more information about Acción Latina and its programs, visit accionlatina.org. Acción Latina is an equal opportunity employer committed to building an inclusive work environment that reflects the diversity of the community we serve. Candidates from historically underserved ethnicities, race, age, religion, disability, sexual orientation, and gender identity currently living in the San Francisco Bay Area are strongly encouraged to apply.