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Job Description
Executive Assistant Vital Immigrant Defense Advocacy and Services (VIDAS) Santa Rosa, CA Job Details Part-time | Full-time $32 an hour 23 hours ago Benefits Paid holidays Health insurance Dental insurance 401(k) Paid time off Parental leave Employee assistance program Vision insurance 401(k) matching Professional development assistance Flexible schedule Retirement plan Qualifications Teamwork Confidential information handling Presentation software Executive administrative support Organizational skills Office management Technical Proficiency Time management Full Job Description Organization Overview VIDAS provides trauma-informed immigration legal advocacy in the north bay area. Our vision is universal representation, safe passage, and a humane migration system for all. In partnership with impacted community members and visionary leaders, we are creating a future where everyone can build a life and thrive in the north bay, no matter where their story began. We are seeking a proactive, mission-driven Executive Assistant to help expand legal access to immigrants. Position Summary The Executive Assistant (EA) provides high-level project management and critical administrative support to the Executive Director (ED). This role serves as a key organizational hub, managing executive operations, coordinating board communications, and executing community-centered outreach. The ideal candidate is a proactive, detail-oriented professional who operates with deep cultural humility and diplomatic tact.
Primary Responsibilities Executive Operations & Support Calendar Management:
Administer the ED's complex calendar, prioritizing requests and managing high-volume scheduling.
Donor & Partner Relations:
Serve as a gracious liaison to donors, community partners, board members, and internal staff.
Financial Tracking:
Oversee, reconcile, and submit the ED's expense records and monthly financial reports.
Coordinate logistics, prepare agendas, and compile briefing materials for all staff and board meetings.
Meeting Documentation:
Attend meetings to take precise notes, distribute minutes, and track action-item follow-ups.
Minimum Qualifications Mission Alignment:
Demonstrated commitment to immigration legal advocacy.
Experience:
4+ years of progressive administrative experience (prior experience supporting C-suite or nonprofit executives is highly preferred).
Diversity & Inclusion:
Proven success collaborating with or serving highly intersectional communities.
Core Skills:
Exceptional organization, time-management, priority-setting, and sharp attention to detail.
Discretion:
Proven ability to exercise absolute diplomacy, confidentiality, and tact when handling sensitive organization matters.
Communication:
Outstanding written and verbal communication skills; a collaborative team-player mindset with a flexible, adaptable approach to fast-changing environments.
Technical Proficiency:
Mastery of Office 365, Google Suite, and Canva.
Pay & Compensation Hourly Rate:
$32.00 / hour
Schedule:
32 hours per week (enjoy a strong work-life balance)
Benefits & Wellness Package Healthcare:
100% employer-paid medical, dental, and vision insurance.
Retirement:
401(k) plan with employer matching.
Time Off:
13 paid holidays, plus generous PTO and sick leave allotments.
On-Site Wellness:
Weekly yoga classes during paid work hours and weekly therapy dog visits at the main office. Employee Assistance Program (EAP): 24/7 multilingual access (phone, video, chat) to confidential counseling, legal consultations, financial coaching, and daily living support (childcare/eldercare) for staff and household members. How to Apply Please submit the following materials to with the subject line " Executive Assistant Application - [Your Name] ": A brief cover letter describing your interest and relevant experience. Your current resume. First-round interviews will occur during the first two weeks of July 2026. Commitment to Inclusion VIDAS is an equal-opportunity employer and welcomes applicants from diverse backgrounds and lived experiences. We believe that inclusive, community-driven communications are strengthened when team members reflect the communities we serve. Don't meet 100% of the qualifications? If you have similar skills and are passionate about this work, we encourage you to apply. We look for potential, alignment, and passion—not just a checklist of skills.
Pay:
$32.00 per hour
Benefits:
401(k) 401(k) matching Flexible schedule Health insurance Paid time off Parental leave Professional development assistance Retirement plan
