Executive Administrative Coordinator

Legal Assistance to the Elderly (LAE) is seeking an enthusiastic, friendly self-starter to join our team as the Executive Administrative Coordinator. The Executive Administrative Coordinator plays a pivotal role in supporting the Executive Director and Board of Directors, ensuring smooth day-to-day operations and advancing key organizational initiatives. The Executive Administrative Coordinator will manage core administrative tasks, serve as a liaison to the Board, lead special projects and events, and manage various design projects across the organization. This role requires someone who is highly responsive, detail-oriented with excellent follow-through. If you excel at anticipating needs, thrive on solving problems, and are ready to contribute meaningfully to the success of a non-profit organization, we'd love to hear from you.

For over 45 years, LAE has provided free legal advice and representation to San Franciscos seniors and adults with disabilities. Our mission is to protect and advance the right of San Franciscos seniors and adults with disabilities to be housed, healthy, financially stable, and safe. Our primary practice areas are Eviction Defense/Housing Preservation, Income Support, Health Law, Financial and Physical Elder Abuse Prevention, Debt Collection Defense, Foreclosure Prevention, End of Life Planning and Conservatorship Defense. LAE is a friendly and collaborative work environment.

MINIMUM QUALIFICATIONS

• Passion for LAEs mission and goals and a demonstrated commitment to social justice
• Minimum of 3 years' experience as an Executive Administrative Coordinator or similar supportive role.
  
• At least 3-5 years in an office environment or professional services environment.
  
• Professionalism in working with and cultivating relationships a with diverse groups of people, including Board members, senior leadership, staff, community leaders, and vendors.
• Ability to keep pace with a fast-moving Executive Director.
• The ideal candidate will have top notch skills in Microsoft Office Suite, Box (or something similar) and Salesforce.
• An ability to understand and navigate various design programs in a Windows operating system.
• Clear and precise communication, both verbally and in writing, with keen attention to detail.
• Strong judgment, and a proven ability to handle sensitive and confidential information with professionalism.

HIGHLY DESIRABLE

• Previous experience working at a nonprofit or legal setting.
• Experience with Salesforce or similar CRM system.
• Design experience with WordPress, Canva and Adobe.
• Willingness to develop skill sets in business planning, operational support and new technologies.
• Legal knowledge a plus!
  

DUTIES & RESPONSIBILITIES

Executive & Board Support:

• Provide executive-level support to the Executive Director including reporting, board documentation, and complex calendar management.
• Serve as the primary liaison to the Board of Directors, including organize and handle logistics for Board meetings; scheduling, create agendas, develop and distribute presentation materials and recording minutes.
• Manage internal and external communications and correspondence while ensuring timely responses.
• Prioritize and track action items, and ensure follow-through on deliverables.

Administrative & Operational Support:

• Facilitate special projects identified by the Executive Director, from research to execution.
• Lead special projects such as fundraising preparation in partnership with Development.
• Handle day-to-day administrative tasks such as document preparation, monitor budget expenditures and track costs.
• Maintain key organizational files including, databases, contact lists, permits, and contracts.
• Schedule events for staff and/or clients; coordinate and reserve offsite event locations and arrange meals and refreshments.
• Run business-related errands as needed.
• Provide cross-functional support across departments as needed, including Development, HR and Operations.

Graphic Design & Visual Communications:

• Ensure all design work aligns with the organizations brand identity and mission.
• Coordinate design review processes and manage revision workflows.
• Regularly update website content, assist in redesign or improvement projects as needed using WordPress.
• Design digital and print materials such as flyers, reports, infographics, event signage, and other graphics.
• Collaborate with staff to ensure timely posting of news, events, and reports.

SUPERVISED BY
Executive Director

WORKING CONDITIONS

The position requires working with individuals during moments of extreme stress and instability. The position also requires the provision of culturally-sensitive and empathetic services. Some evening and weekend work may be required. While we have a hybrid office, this is an onsite position.

PHYSICAL REQUIREMENTS

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.

• Prolonged sitting/standing.
• Extensive typing/data entry.
• Close visual acuity to prepare and analyze data, text, and figures.
• Occasionally lifting objects weighing 40lbs or more.

JOB BENEFITS

The is a 60%- time position with the possibility of additional hours for events, fundraisers, and board meetings. The hourly range is $40.00 - $44.00 (primarily based on experience).

We offer a family friendly environment, and compensation based on competitive public interest salaries along with a generous benefits package. LAEs benefits package includes 100% employer covered medical, dental, and life insurance for employees and dependent children and 75% for spouses; LAE student debt reimbursement program; 403b retirement plan with annual LAE contribution; and Staff Wellness Fund. LAE has a generous paid leave policy which includes: sick leave; parental leave; compensation time, 19 holidays each year; and vacation (starting at 15 days and increasing with additional years of employment).

TO APPLY SUBMIT RESUME AND COVER LETTER

If you find that you meet many of the qualifications in the job description, we encourage you to apply and explain in your cover letter why your experience would make you a good fit for the position. We recognize that organizations may miss out on strong applicants who screen themselves out of the process because they do not meet every qualification and that disproportionately impacts people from historically marginalized backgrounds. We know that our greatest strengths come from the people who make up our team and a welcoming, inclusive and culturally diverse staff allows us to best serve our community. We look forward to your application.

LAE seeks to fill all positions with people who share our values, including our organizational commitment to diversity. We encourage all interested individuals to applyespecially people of color; women; people from low-income backgrounds; people with disabilities; people who are lesbian, gay, bisexual, transgender, gender non-conforming, non-binary; or anyone belonging to any other federal or state protected category. We believe that all persons are entitled to equal employment opportunity, and are committed to not discriminating on any basis prohibited by applicable law.

APPLICATIONS WILL BE CONSIDERED UNTIL THE POSITION IS FILLED. THOSE SELECTED FOR AN INTERVIEW WILL BE NOTIFIED.