Nuestra Casa: Executive and Operations Assistant
Nuestra Casa is seeking a proactive, organized, and collaborative part-time Executive and Operations Assistant to support the Executive Director and Senior Operations Manager in the organization’s daily operations. This position requires approximately 10–18 hours per week and plays a vital role in providing administrative, operational, and program support to advance the organization’s mission. The Assistant will manage schedules, coordinate meetings and events, maintain accurate records, and serve as a key point of coordination among staff, partners, and community stakeholders. This role offers a fantastic opportunity for professional growth while contributing to meaningful work that positively impacts the community.
About Nuestra Casa:
Nuestra Casa has been serving the needs of the immigrant Latinx population of East Palo Alto and surrounding communities since 2002. Our organization rose out of a community assessment conducted by a group of local activists who were concerned about the growing needs of the rising immigrant population. Today, Nuestra Casa is positioned as the premier Latinx serving nonprofit in our community. Over the past five years, our growth has allowed us to expand our services and programming into neighboring communities like Menlo Park (Belle Haven region), North Fair Oaks, and Redwood City. Through our advocacy efforts, we also reach other communities in San Mateo County.
Responsibilities
Executive & Communications Support
Manage the Executive Director's calendar, including scheduling, prioritizing requests, and resolving scheduling conflicts.
Process the Executive Director's reimbursements & mileage requests.
Prepare agendas, briefing materials, presentations, reports, and Board meeting documents.
Support the planning and preparation of board meetings and attend meetings as needed.
Serve as a point of contact between the Executive Director, staff, Board members, community partners, and other stakeholders.
Support meeting logistics, including scheduling, note-taking, and follow-up on action items.
Handle confidential and sensitive information with the highest level of discretion, professionalism, and sound judgment.
Operations Support
Maintain organizational operations by managing administrative systems and workflows.
Manage office supplies and event-related purchases, including ordering, inventory tracking, and maintaining an organized supply area.
Ensure data is accurate, organized, confidential, and maintained in accordance with organizational policies.
Develop and maintain templates, documentation, filing systems, and knowledge management resources.
Identify opportunities to improve administrative processes and operational efficiency.
Coordinate organizational events and program activities, ensuring successful planning and execution.
Manage event logistics, including scheduling, materials, vendors, registrations, and participant coordination.
Provide administrative and operational assistance to program staff on project-related tasks as needed.
Perform other duties and responsibilities as assigned to support the organization's mission and operational needs.
Qualifications
Must be passionate about Nuestra Casa’s mission.
Bilingual/bicultural in English/Spanish.
A Bachelor's degree in Business Administration, Public Administration, Social Sciences,
Communications. Consideration will also be given to those who are currently working towards obtaining a degree.
2-3 years of relevant experience in operations, administrative support, executive assistance, program coordination, or a related area. Experience in a nonprofit or mission-driven organization is preferred but not required; transferable experience from other sectors is welcomed.
Ability to build relationships and engage diverse communities with cultural humility and respect
Strong interpersonal, verbal, and written communication skills, with the ability to adapt messaging to different audiences
Strong organizational skills and attention to detail, with the ability to manage multiple tasks and priorities
Ability to work collaboratively as part of a team and independently when needed
Comfort navigating ambiguity and adapting to changing priorities in a dynamic environment
Basic to intermediate computer skills, including Microsoft Office, Google Workspace, and the ability to troubleshoot common technical issues
Compensation
$32.21-$40.00 (This pay range is non-negotiable. The starting hourly rate will be determined based on the candidate's experience and qualifications and will typically begin at the lower end of the range.)
A collaborative and supportive team environment
Accrued paid sick leave in accordance with California labor laws. Employees may accrue and use up to 40 hours of paid sick leave per year, based on hours worked
401(k) retirement plan with employer match: 100% match on the first 3% you contribute, then 50% on contributions from 3%–5%. Eligible after 90 days of employment
To Apply
Please submit your resume and a brief cover letter (300 words max) (ideally combined into a single PDF) via email to Maricela Garcia, mgarcia@nuestracasa.org with the subject line:
“Your Name – Executive and Operations Assistant”
In your cover letter, please:
1. Indicate where you learned about this position.
2. Highlight the skills, experiences, and competencies that will
enable you to succeed in this role.
3. Desired Hourly Rate (Please note: the pay range for this position is$32.21-$40.00 per hour and is non-negotiable.)
Application Process & Timeline
Please review the anticipated hiring timeline below. While we will make every effort to adhere to these dates, the timeline may be adjusted slightly based on the recruitment process.
● Application Deadline: Submit your resume and cover letter by
Friday, August 21, at 5:00 p.m.
● First-Round Virtual Interviews: Week of August 31st
● Second-Round Virtual Interviews: Week of September 7th
● Final In-Person Interviews: Week of September 14th
(Reference checks will also be conducted during this stage.)
Our goal is for the selected candidate to begin in late September or early October 2026.
