Organizational Summary

San Francisco AIDS Foundation (SFAF) envisions a future where health justice is achieved for all people living with or at risk for HIV. Ultimately, we strive for a day when race is not a barrier to health and wellness, substance use is not stigmatized, HIV status does not determine quality of life, and HIV transmission is eliminated.

Our mission is to promote health, wellness, and social justice for communities most impacted by HIV through sexual health and substance use services, advocacy, and partnership.

Our strategic plan includes an articulation of its five key values, which are the foundation for its work and its employees:  Justice, Dignity, Courage, Leadership and Excellence. We need passionate agents of social change, vanguards of public health, and practitioners of racial justice to join our fight.

Position Overview:
The Administrative Assistant coordinates a broad range of clerical and daily office operation activities for the AIDS/LifeCycle (ALC) Ride Director.  This is a shared position funded by and responsible to benefiting agencies of ALC: San Francisco AIDS Foundation (SFAF) and Los Angeles LGBT Center (LALGBTC).  Primary responsibilities include managing the Ride Director’s calendar, travel, budget, and correspondence, as well as campaign mailings and other special projects as assigned.

Essential Duties and Responsibilities:
Include the following. Other duties may be assigned.
  • Manage Ride Director’s calendar and travel arrangements.
  • Manage Ride Director’s acknowledgment of donors, sponsors, underwriters, and other ALC stakeholders.  Manages additional correspondence to and from the Ride Director as needed.
  • Schedule and organize department meetings, summits, and staff retreats. Coordinates logistical preparations for these events including venue/room reservation, equipment, catering, agenda, taking minutes. Maintain strict confidentiality of meeting notes.
  • Book travel and manage travel calendar for staff and extended staff for annual AIDS/LifeCycle event, staff retreats and other events/meetings requiring travel.
  • Processes invoices, expense reports, and subscriptions for all ALC Directors/Associate Directors (4 total).
  • Maintain budget/financial tracker and provide administrative support during the annual budgeting process.
  • Coordinate with executive administration at both SFAF and LALGBTC to maintain a calendar of key activities and schedules. Collaborate with said offices as needed.
  • Prepares and coordinates all department mass mailings including direct mail, incentives, and other pieces as assigned. Manages volunteer groups to execute such mailings.
  • Willing to work evening and weekend hours on an as needed basis. 
  • Willing to periodically travel between San Francisco and Los Angeles offices.
  • Other duties as assigned.

Essential Qualifications:
  • Excellent computer skills, with proficiency in Microsoft Office programs, including Word, Excel, Outlook.
  • Experience with CRM databases highly desired.

Supervision:  N/A

Physical Requirements and Work Environments:

Skill in operating equipment such as a personal computer, copy machine and telephone system.  Ability to perform routine bending, stooping, twisting, and reaching. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position requires staffing AIDS/LifeCycle including pre and post production duties. During the AIDS LifeCycle event in June and the days immediately before and after the event, additional responsibilities may be assigned, as necessary. These responsibilities may include administrative duties, volunteer supervision, safety monitoring, vendor relations, and/or sales supervision.

Education and Experience
  • Bachelor’s degree or equivalent required with a minimum of three years clerical/office experience. 
  • Strong organizational skills required.
  • Experience in a fast-paced environment; preferably in the area of high-volume customer relationship management.
  • Experience in special events for not-for-profit institutions or charitable causes preferred.

This position will have access to protected health information (PHI) and may only access, use or disclose the minimum information necessary to perform their designated role on behalf of San Francisco AIDS Foundation, regardless of the extent of access provided.

Work Environment:

This position is primarily located at 1035 Market Street, San Francisco, however it may occasionally require traveling to other office locations or off-site meetings as required by the job. Role may include evening and weekend coverage.

The statements herein are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required for personnel so classified.

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:

Please visit our careers page at:


Department: AIDS/LifeCycle
This is a non-management position
This is a full time position

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