Programs Assistant

BASIC FUNCTION: The Programs Assistant provides direct administrative and operational assistance to the Vice President of Programs and program teams, ensuring the smooth coordination of program activities and organizational priorities. This role manages scheduling, meeting preparation, data tracking, and reporting, while also supporting program events, onboarding, and communications. The Programs Assistant helps maintain accurate records and systems, assists with funder and partner materials, and provides responsive administrative support across multiple program areas. The ideal candidate is highly organized, detail-oriented, proactive, and able to work independently while balancing multiple tasks in a fast-paced, mission-driven environment.

REPORTS TO: VP of Programs

LOCATION: Hybrid (4 days in office – Pilsen*)
*Regular travel to other sites will be required.

RESPONSIBILITIES

1. Anticipate needs and proactively manage priorities for the VP of Programs, ensuring deadlines are met and communication flows effectively across program teams.
2. Serve as the primary administrative assistant to identified leadership providing high-level support including scheduling, calendar management, meeting preparation, correspondence, taking minutes, tracking action items, and ensuring timely follow-up.
3. Coordinate program meetings, organizational calendars, agendas, and event logistics to ensure smooth execution.
4. Support program operations through data entry, tracking, and compiling reports for internal and external stakeholders.
5. Assist in preparing high-quality materials for funders, partners, trainings, community presentations, PQI, and program reporting.
6. Maintain program and organizational records and filing systems (digital and physical) with accuracy, compliance, and confidentiality.
7. Support onboarding of staff, interns, and volunteers by coordinating workspace logistics, technology accounts, supplies, and welcome materials.
8. Process program-related invoices, purchase orders, and reimbursements in collaboration with the finance team.
9. Provide basic technology troubleshooting or coordinate with IT vendors as needed.
10. Assist with organizational projects related to policy updates, system improvements, and process documentation.
11. Deliver responsive customer service by answering phones, responding to inquiries, and assisting visitors as needed.
12. Manage office supply and equipment inventory, ensuring adequate stock, maintenance, and timely replenishment.
13. Serve as the primary administrative assistant to the Vice President of Programs, providing high-level support including scheduling, calendar management, meeting preparation, correspondence, taking minutes, tracking action items, and ensuring timely follow-up.
14. Other duties as assigned
    

QUALIFICATIONS

Qualifications & Skills

• Strong organizational skills with exceptional attention to detail and accuracy.
• Ability to work independently, anticipate needs, and manage multiple priorities and deadlines.
• Excellent written and verbal communication skills; strong interpersonal and customer service orientation.
• Proficiency with Microsoft Office Suite, Google Workspace, and virtual meeting platforms (e.g., Zoom); experience with technology troubleshooting preferred.
• Experience with data tracking, reporting, and maintaining office systems.
• Ability to handle sensitive and confidential information with discretion and professionalism.
• Strong problem-solving skills with a proactive and solutions-focused approach.
• Bilingual (English/Spanish) required.

Education & Certifications

• Associate’s degree in Business Administration, Office Management, or a related field required; Bachelor’s degree preferred
• 2+ years of experience in administrative support, office coordination, or operations
• Certified Administrative Professional (CAP) or similar certification a plus but not required
• Experience in nonprofit or mission-driven organizations preferred

Physical Requirements & Working Conditions

• This position has a hybrid work schedule which includes weekly in office presence
• Must be able to occasionally lift items weighing up to 20 lbs.
• Travel to other Mujeres office locations, as needed
• Work evenings and weekends as needed

SALARY

$37,400 – $45,000

Submit resume and cover letter to gbvprograms@mujereslat.org

Mujeres Latinas en Acción is an Equal Opportunity Employer. Mujeres hires the most qualified candidates without regard to any person’s race, color, sex, gender identity, gender expression, sexual orientation, age, religion, disability, national origin, ancestry, marital status, parental status, military discharge status or source of income.

As part of Mujeres pay equity commitment, it’s our policy that upon offering employment, we do not negotiate salary or benefits.