Executive Assistant/Office Coordinator

Description

This role is for you if… 

You’re the kind of person who finishes the loop, not just starts the task. You can juggle details without dropping the ball, keep things polished and professional, and you’re energized by being the go-to person who makes an office run smoothly. 

Do you… 

• Love turning messy, real-life details into clean lists, trackers, and follow-through? 
• Stay calm when priorities shift and requests come in fast? 
• Take pride in professional, polished output — especially printed materials, packets, and client-facing documents? 

If so, keep reading. 

Role Overview 

We’re hiring an Executive Assistant & Office Coordinator to support RELA’s leadership team and keep our Boise office operations running smoothly. This is an assistant/support role — you’ll coordinate with department owners (HR/recruiting/compliance, accounting/finance, scheduling leaders) and help get work done, documented, and followed through.

You are not the primary owner of HR, accounting, or scheduling — but you are expected to be a dependable Boise-based operator who helps keep things moving and closes loops. 

Executive & Leadership Support 

• Manage calendars, meetings, agendas, and follow-ups. 
• Draft professional emails and internal communications. 
• Track action items and deadlines; drive tasks to completion. 
• Support special projects, research, and miscellaneous “make this happen” requests. 

Boise Office Operations (The “Office Glue”) 

• Be the Boise point of contact for walk-ins/visitors and interpreter support. 
• Keep the office organized and running; supplies, facility needs, vendor coordination. 
• Coordinate logistics for on-site meetings, interpreter training, and orientation. 
• Handle mail/shipping and secure document handling. 
• Maintain clean digital/physical filing and documentation standards. 

Translation Coordination 

• Own translation projects end-to-end: intake, requirements gathering, quoting inputs, and delivery timelines. 
• Assign work to the right translator/reviewer, track progress, and keep stakeholders updated. 
• Review final deliverables for completeness and client-ready formatting/polish; coordinate revisions when needed. 
• Deliver the final product to clients professionally and on time; maintain a clean translation log/status tracker. 
• Ensure translation billing details are complete and hand off clean documentation for invoicing. 
• Coordinate certified/notarized translation needs when applicable.

Print Production & Polished Materials (This matters here) 

• Print, laminate, trim, and distribute badges and OPI/VRI cards cleanly and consistently. 
• Produce professional office/client-facing materials (signs, packets, handouts). 
• Apply strong visual attention to detail: alignment, margins, spacing, borders, color, consistency. 
• Update simple materials using templates (e.g., Canva, Word/PowerPoint layout, PDF tools). 
• You can reliably produce clean, aligned, consistent badges/cards/packets (not crooked, not off-center, not sloppy) 

Finance/Billing Support (Non-Accounting) 

• Receive and record client payments (checks). 
• Prepare/coordinate deposits and deposit documentation (audit trail). 
• Send confirmations/supporting docs to accounting for recordkeeping. 
• Support invoice inputs and routing (details, PO numbers, job references, translation vs interpreting). 
• Assist with collections support (tracking, documentation, follow-up). 
• Chase clarifications on time/actuals mismatches and invoice exceptions. 

Compliance & Onboarding Support (Assist HR Team) 

• In-person Boise support for interpreter onboarding and document collection/scanning. 
• Track and follow up on compliance requirements and escalate at-risk deadlines. 
• Keep interpreter files accurate, current, and clean (no duplicates/outdated docs). 
• Support status changes and ensure updates “stick” across tools (as directed). 

Operations Follow-Up Engine 

• Maintain action-item and open-loop trackers. 
• Send clear status updates so leadership doesn’t have to chase people. 
• Coordinate across teams to ensure Boise-side steps are completed and documented. 

Light Phone Coverage / Scheduling Support (Backup Only) 

• Triage overflow calls and route correctly while capturing key intake details. 
• Perform simple scheduling support tasks only when delegated (confirm availability, send templates, update notes). 

What Success Looks Like (90-Day Win) 

• Leadership feels a real reduction in mental load because follow-ups and tracking are handled. 
• Boise office looks and feels organized, welcoming, and reliable. 
• Printed materials (badges/cards/packets) look consistently professional. 
• Tasks don’t stall — work moves forward with clear documentation and closed loops. 

The Fine Print 

• Position: Executive Assistant & Office Coordinator 
• Status: Full-Time (35+ hours/week), Non-exempt (W-2). 
• Work Location: In-office position at our Boise office. 
• Compensation: $22–$25/hour depending on experience. 
• Probation: 90-day introductory period with performance review. 
• Schedule: 35-40 hours per week, Monday-Friday between 9:00 AM–5:30 PM & occasional needs on weekends & evenings. 30-minute paid lunch. 

How to Apply 

Send your resume and a brief cover letter. If you want to stand out, include a short note answering: 

1. Why you’re a great “follow-up engine.” 

2. A time you built a simple tracker/process that made work easier. 

3. Optional: attach a sample of your work (a flyer, one-pager, checklist, or any printed/visual piece you’re proud of). 

About RELA

RELA Language Professionals provides interpretation and document translation services in over 80 languages, facilitating communication in healthcare and other community, business and legal settings, by enabling language access for Limited English Proficient individuals in our communities while simultaneously helping our clients effectively reach, serve, communicate seamlessly and foster understanding with each other through our interpreters and translators. We support our language professionals by providing professional work opportunities for them to serve their local communities and foster a supportive network for language professionals to excel in their skills and careers with ongoing professional development.

Requirements

What You’ll Need 

Experience & Skills 

• 2+ years of administrative support, office coordination, or executive support. 
• Strong written communication and professional judgment with confidential information. 
• Excellent organization, follow-through, and “finish what you start” discipline. 
• You can reliably produce clean, aligned, consistent badges/cards/packets (not crooked, not off-center, not sloppy) 

Must-Have Traits 

• Calm under pressure, resourceful, and solution-oriented. 
• Warm, professional, and confident with walk-ins and phone interactions. 
• High ownership, low ego — accountable and reliable. 
• Strong attention to detail, including visual/presentation polish. 

Nice-to-Have 

• Canva/basic design/layout comfort. 
• Notary Public (Idaho) or willingness to obtain within an agreed window. 
• Experience in fast-paced, high-growth environments.