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Summary

Administrative Coordinator directly supports the Executive Director, the Stop the Hate Program as well as the other staff of the organization. The Administrative Coordinator will interface with AAPI Equity’s Board of Directors, Committees, and contracted vendors. The Administrative Assistant will be working to support AAPI Equity’s other various initiatives, including Stop AAPI Hate; health-related initiatives like COVID-19 vaccination outreach and domestic violence prevention; and civic programs such as voter engagement and redistricting.

Essential Duties and Responsibilities

Essential responsibilities and accountabilities include the following. Other duties may be assigned.

Executive Support (35%)

Monitor, respond and escalate Executive Director’s emails multiple times daily
Administrative research, coordination, and follow-up on AAPI Equity’s events and programs
Organize Executive Director’s media interviews, calls, webinars, and meetings, ensuring all necessary details are documented in Google Calendar
Manage all webinars/meeting logistics, e.g., invitations, technology, scheduling, etc.
Coordinating travel for the Executive Director, as needed.
Weekly mail pick-up and check deposits; scanning and emailing
Update Income log and credit card reimbursement log
Monitor and delete general voicemails daily as needed
Manager info email
Assists with the notetaking at Staff meetings
Oversees logistics for meetings and events held by the Alliance
Order office supplies as needed
Other duties as assigned

Stop the Hate Support (35%)

Assists Project Director and Program Manager in supporting the overall
Attend and note take for all meetings with the STH subgrantees and/or Regional leads
Assist with communications related to the project, managing the Google folders and project email
Maintain records and request updates for commercial insurance for all subgrantees
Assist in the collection of Quarterly Programmatic and Financial Reports
Review requests for updates to Stop the Hate Website
Handles logistics related to STH meetings and events

Committee Coordination Support (15%)

Identify and document committee meeting times, co-chairs, and project plans/events
Collaborate with Program Director to attend and take notes on all committee meetings
Assist with the scheduling and communication of the committees
Oversee listserv of Committee Members
Ensure timely coordination of administrative needs for committee grants Program Director
Support the Program Director in coordinating programs and events initiated by AAPI Equity’s

AAPI Equity Alliance/ Stop AAPI Hate Communications (10%)

Collaborate with the Communications Coordinator to create template social media posts,
Input social media impact insights into tracking database; assist with publishing e-Newsletter 2x a month
Maintain donor list and other mailing lists

Donor and Dues Management Support (5%)

Ensure all donors receive thank you letters, facilitate weekly downloads of PayPal donations, log received checks, and input donations into the donor tracking system

Skills and Abilities

Experience and knowledge of issues impacting Asian American and Pacific Islander (AAPI) communities and current events is essential.
Well-organized, self-directed, highly motivated, ability to work independently and in a team, and handle multiple tasks. Ease at managing competing demands and determining top priorities independently
True team player with excellent teamwork and collaboration skills; willing to support team members as needed across the organization for high-priority projects or events
Strong analytical, research, and verbal and written communication skills, with an emphasis on an ability to effectively communicate with diverse audiences using multiple mediums
Solid background in information technology, including proficiency in MS Office and G- Suite
Ability to work flexible hours which include some evenings and weekends
Knowledge of cultural norms and nuances affecting Asian American and Pacific Islander (AAPI) communities
Willingness to engage with diverse AAPI communities and faith-based groups
Understanding of AAPI LGBTQIA+ issues and concerns
Professional conduct and ability to abide by confidentiality and HIPAA rules
Reflective and a life-long learner
Strong work ethic and high level of integrity

To Apply

Please submit your resume and cover letter answering the following questions: 1) describe your experiences in providing administrative support to an Executive Director or other management-level staff 2) provide an example of how you carried a complex project to completion and 3) share with us your experience working with Asian American and/or Pacific Islander communities and/or low-income people or immigrants to Darin Tokunaga Director of Finance and Administration at: dtokunaga@aapiequityalliance.org

AAPI Equity Alliance

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Administrative Coordinator