Administrative Assistant in San Jose, California at Mexican Heritage Plaza

POSITION OVERVIEW & DESCRIPTION
The School of Arts and Culture at the Mexican Heritage Plaza (SOAC) is seeking a team player to fill the part-time Administrative Assistant role. The School invites applications and nominations of candidates with the skills, characteristics, and experience described below.

The Administrative Assistant is a part-time, non-exempt position and reports to the HR Director. There will be a 90-day probationary period for this position, commencing on the Administrative Assistant's start date.

ORGANIZATIONAL BACKGROUND
SOAC envisions a world where creativity inspires compassion and vibrant communities. The organization’s mission is to catalyze creativity and empower the community. SOAC is guided by the following values:

• CREATIVITY: We believe in the transformative power of the arts. Creativity is the foundation of our humanity.
• HERITAGE: Heritage encompasses cultural traditions and foundations that groups share. We connect to our collective past experiences as they inform and help to define current contexts and future hopes. We celebrate our heritage even as we create new experiences.
• INCLUSION: Inclusion is a state of belonging. The School believes that equitable access to resources ensures a thriving community. Therefore, the Mexican Heritage Plaza is open and welcoming to everyone.
• PLACE: The concept of place is broader than a single facility. As an anchor organization for East San Jose, the School of Arts and Culture activates the vibrancy and celebration of our local community. We take pride in the richness and potential of our Eastside neighborhoods.
• SERVICE: The School considers itself a servant of the community. We recognize that to inspire leadership, we must approach every interaction with humility and respect.

With a dynamic staff, the SOAC delivers unique classes, activates the Mexican Heritage Plaza (MHP) through community events, and offers cultural programs that embrace all, while rooted in the arts. Activating the MHP main campus and acquiring a new commercial property across the street will create opportunities for increased programming and community services. This expansion project will take place over the next several years, and SOAC will continue serving local residents, engaging over 100,000 people annually in community events and arts experiences.

GENERAL RESPONSIBILITIES AND DUTIES

• Management reserves the right to add, modify, or rescind work assignments for different job requests, and to make reasonable accommodations so that the qualified employee can perform the essential functions of the job. General responsibilities and duties include:

• Cultivates a welcoming and professional front-office experience, ensuring clients and visitors feel valued while supporting an efficient, organized work environment.
• Maintains clear and timely communication channels across the organization, ensuring staff are informed and equipped to carry out their work effectively.
• Oversees mail and shipment processes to prevent workflow disruptions and ensure materials reach staff promptly.
• Fosters a sense of community and connection by coordinating shared calendars and organizing thoughtful acknowledgments for staff milestones and celebrations.
• Ensures the office is well-stocked, functional, and comfortable, fostering an uninterrupted, productive work environment for staff and visitors.
• Creates a welcoming and hospitable workplace culture by maintaining shared spaces—such as the coffee station—that enhance daily staff experience.
• Supports the events team by providing on-site client assistance and facilitating smooth walkthroughs.
• Contributes to the success of signature events by assisting with setup, breakdown, and guest experience logistics.
• Participate in the organization’s special events (day of and leading up to). Roles are, but not limited to, helping with the setup and breakdown of each event, assisting with the gate plan.
• Participate in off-site work-related meetings for events.

REQUIRED QUALIFICATIONS

• At least 18 Years of age + High School Diploma or GED Equivalent
• 2+ years of experience in Administration is required.
• Cultural sensitivity and awareness of the unique challenges and opportunities of the East San Jose Community.
• Has a network and/or perspective of those underserved by the conventional arts and culture field, or local neighborhood services.
• Experience in the following areas:
• • Organizing supplies and equipment
  • Collaborate with various departments on projects and tasks
  • Greet and provide information for clients/guests in the main office
  • Answer phone calls and voicemails for the main office
  • Assist in translating between English and Spanish for community members and staff

DESIRED QUALIFICATIONS

1. Ability to communicate processes and policies to the entire organization once it is approved by leadership and directors.
2. Effective at building positive working relationships across all levels of the organization.
3. Excellent verbal and written communication skills.
4. Ability to adapt to the needs of the organization and employees.
5. Must pass a background check

PHYSICAL REQUIREMENTS

• Physical Demands: Ability to work in a dynamic environment with occasional weekend events and community engagement commitments.
• Work Environment: Hybrid work environment with regular in-person engagements at SOAC and off-site meetings with partners and stakeholders.