*TO APPLY FOLLOW DIRECTIONS AT BOTTOM OF POSTING
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 ResponsibilitiesEssential 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