Executive Assistant

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.

Communications & Project Management

• High-Level Writing: Draft, copy-edit, and polish press releases, internal/external presentations, letters, and social media content.
• Event Coordination: Project manage organization-wide initiatives, including community events, fundraisers, and outreach efforts.
• Systems Management: Lead office-wide digital filing projects by organizing, archiving, and producing key institutional documents.

Board & Governance Administration

• Meeting Logistics: 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 mjulian@vidaslegal.org 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

Work Location: Hybrid remote in Santa Rosa, CA 95401