Assistant to the CEO & Executive Director

Assistant Position

Plaza Mariachi and Hispanic Family Foundation are seeking an organized, dependable, and professional Assistant to support the CEO of Plaza Mariachi and Executive Director of the Hispanic Family Foundation (HFF).

This position is ideal for someone who enjoys working in a dynamic environment and can confidently manage communications, administrative tasks, event support, and community engagement responsibilities. The ideal candidate is proactive, personable, flexible, and passionate about helping both a growing business and nonprofit organization operate smoothly.

Because this role supports both Plaza Mariachi and HFF, flexibility is important, including availability to attend major events, community functions, and occasional evening or weekend activities when needed.

Executive Support

• Serve as the primary point of contact for the CEO/Executive Director
• Manage emails, phone calls, scheduling, and daily communications
• Coordinate calendars, appointments, and meetings
• Attend meetings and assist with note-taking, follow-ups, and organization
• Help prioritize tasks and maintain smooth day-to-day operations
• Handle confidential information with professionalism and discretion

Reception & Front Office Duties

• Welcome guests, clients, partners, and vendors professionally
• Answer incoming calls and direct inquiries appropriately
• Maintain an organized and welcoming office environment
• Assist with customer service and front desk responsibilities as needed

Administrative Support

• Assist with filing, data entry, document organization, and office coordination
• Prepare meeting materials, presentations, and reports
• Support daily office and operational needs
• Assist with basic bookkeeping or tracking documents when needed

Hispanic Family Foundation (HFF) Support

• Assist with volunteer coordination and volunteer management
• Help organize nonprofit meetings, outreach efforts, and community programs
• Support grant research and grant application preparation
• Schedule nonprofit board meetings and community events
• Assist with event planning and coordination for foundation initiatives
• Help maintain communication with sponsors, community partners, and volunteers

Qualifications

• Excellent communication and organizational skills
• Strong multitasking and time-management abilities
• Ability to work independently and adapt in a fast-paced environment
• Comfortable managing emails, calls, calendars, and administrative tasks
• Proficiency with Microsoft Office, Google Workspace, and general office systems

Preferred Qualifications

• Bilingual in English and Spanish strongly preferred
• Experience working with nonprofits, community organizations, hospitality, or events is a plus
• Experience with volunteer coordination or grant applications is a bonus
• Flexible schedule with availability for occasional evenings, weekends, and special events

What We're Looking For

We are looking for someone who is dependable, organized, compassionate, and motivated to support both a growing business and a mission-driven nonprofit organization. This person should be comfortable interacting with the public, representing leadership professionally, and helping bring community-focused initiatives to life.