Experienced Part-Time Remote Administrative Assistant – Virtual Support for Executive Leadership Team

About the San Francisco AIDS Foundation

The San Francisco AIDS Foundation (SFAF) is a leading organization in the fight against HIV/AIDS, dedicated to promoting health, wellness, and social justice for the communities most affected by the disease. Our mission is built upon five core values: Justice, Dignity, Courage, Leadership, and Excellence. We strive to create a world where health justice is a reality for all, particularly for those living with or at risk of HIV. Our work encompasses sexual health and substance use services, advocacy, and building strong partnerships to drive positive change.

Position Overview

The Administrative Assistant at the San Francisco AIDS Foundation plays a vital role in supporting the SFAF Executive Leadership Team. This part-time remote position requires a highly organized and detail-oriented individual to manage critical tasks, including credit card reconciliations, vendor invoice processing, and travel logistics. The successful candidate will possess excellent communication and interpersonal skills, with the ability to work independently and as part of a team. If you are passionate about making a difference and committed to the practice of racial justice, we encourage you to apply for this exciting opportunity.

Key Responsibilities

• Manage credit card reconciliations for C-Suite members, including setting up and managing Expensify accounts, reviewing and reconciling transactions, and providing monthly reports.
• Process vendor invoices and staff reimbursement requests efficiently and accurately, ensuring timely payments and maintaining accurate records.
• Effectively manage travel logistics for designated staff, including arranging transportation and accommodation, coordinating travel itineraries, and providing support during travel.
• Complete data entry tasks with strong attention to detail, verifying accuracy, identifying and correcting errors, and ensuring data confidentiality.

Other Responsibilities

• Monitor spending to ensure compliance with company policies and budget constraints.
• Address any discrepancies or errors in credit card statements promptly and coordinate with C-Suite members to resolve issues.
• Prepare regular reports on the status of vendor invoices and reimbursement requests and conduct periodic reviews and audits.
• Assist with obtaining necessary travel documents, such as visas and passports, and negotiate with travel service providers to secure the best rates.
• Collaborate with other team members to improve data entry processes and review and validate source documents.

Qualifications

We are seeking a highly skilled and motivated individual with the following qualifications:

• Strong attention to detail and excellent organizational skills.
• Ability to manage multiple tasks and prioritize effectively.
• Proficiency in using office software and tools, including Microsoft Office Suite.
• Excellent communication and interpersonal skills.
• Ability to work independently and as part of a team.

Education and Experience

We prefer candidates with a High School diploma or equivalent and a minimum of 2 years of previous experience in an administrative or support role, preferably in a corporate environment. Experience with credit card reconciliation, vendor invoice processing, and travel management is also preferred.

Work Environment

This is a remote position, and the successful candidate will be required to work from home. The role may also require evening and weekend work. We offer a flexible and supportive work environment, with opportunities for professional growth and development.

Career Growth Opportunities and Learning Benefits

At the San Francisco AIDS Foundation, we are committed to providing our employees with the skills and knowledge they need to succeed in their roles. We offer a range of training and development opportunities, including:

• Professional development workshops and training sessions.
• Mentorship programs and coaching.
• Opportunities for advancement and career growth.

Compensation, Perks, and Benefits

We offer a competitive salary of $30 per hour, with opportunities for professional growth and development. Our benefits package includes:

• 24 days of combined Paid Time Off/Sick Time Off for the first two years of employment.
• 29 days of Paid Time Off/Sick Time Off after two years of employment.
• 14 paid holidays per year.
• 403(b) Plan with employer matching.
• Flexible Spending Account for unreimbursed medical and dependent expenses.
• Medical insurance, vision insurance, and dental insurance.
• Life insurance and AD&D insurance.
• Long-term disability insurance.
• Family and Medical Leave Act (FMLA) and California Family Rights Act (CFRA) benefits.

Equal Employment Opportunity Statement

The San Francisco AIDS Foundation is an Equal Opportunity employer. We actively seek applications from people living with HIV/AIDS, people with disabilities, women, LGBTQ individuals, and people of color. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Application Process

To apply for this exciting opportunity, please visit our careers page at http://www.sfaf.org/about-us/careers/. We look forward to hearing from you!

Take the Next Step

Are you ready for this challenge? Apply now and let's discuss how you can become a vital part of our success story.

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