Executive Assistant

Position Summary: Executive Assistant

The Executive Assistant will provide high-level support to the Executive Team, with a particular emphasis on maximizing the ED’s time, focus, and operational efficiency by managing complex schedules, filtering communications, coordinating board and executive activities, and acting as a trusted liaison across internal and external stakeholders. Scheduling, managing administrative tasks, planning, and project management of special projects and initiatives. This position will also provide backup support to the broader Leadership Team and play a key role in promoting a sustainable, professional, organized, and collaborative atmosphere.

The Executive Assistant is an innovative self-starter who takes initiative and drives projects and tasks to completion. The individual thrives in a fast-paced environment, demonstrates extremely strong time management, and can work both independently with minimal supervision and collaboratively as part of a team. The individual must exercise extreme discretion as they will handle confidential information and manage highly sensitive internal and external communications, demonstrate good judgment, be adaptive, flexible, and highly trustworthy.

Duties and responsibilities:

Administration

• Provide extensive and effective administrative support to the Executive Director. This includes driving the coordination of appointments and meetings to support key areas of work the ED is engaged in.
• Serve as a liaison between the Executive team and external contacts through emails and phone communication.
• Manage key logistical and administrative support
• Keep the Executive team advised of time-sensitive and priority issues and requests for approvals, ensuring appropriate follow-up and/or delegation.
• Schedules and plans broader organizational meetings (internal and external) with the Executive team and respective program director(s). This includes compiling and organizing relevant background materials, preparing an agenda, capturing notes, budgeting, and monitoring follow-up activities.
• Maintain confidential and sensitive information.

Events and Project Coordination

• Complete a variety of special projects for the Executive Team, including creating presentations, special reports, budgets, and agenda material as needed.
• Coordinates with the administrative team to support logistics for meetings, conferences, workshops, and presentations.
• Coordinates cross-department project tasks and approvals.
• Works closely and professionally with the relevant allies, partners, consultants, and units across the organization’s ecosystem to coordinate FLIC/FLIC Votes meetings and/or events.

Writing and Communications

• This role manages routine and confidential communications and prepares professional project, meeting, and travel documentation.
• Pays special attention to detail in all written communications.
• Performs other duties as assigned.

Qualifications

• Minimum of 2 years of experience managing calendars for senior-level/executives.
• Ideally, two to four years of experience in a fast-paced non-profit environment.
• Demonstrate sound judgment, flexibility, and patience; exercise discretion in dealing with highly confidential and sensitive matters – both internally and externally.
• Familiarity with non-profit organizations and related compliance is a plus
• Fast learner, takes initiative, and has the ability to drive projects to completion.
• Excellent meeting, event planning, and logistics coordination.
• Strong project management skills - highly organized, impeccable time management skills, detail-oriented, ability to consistently meet deadlines, and move and follow up on action items.
• Ability to prioritize tasks and work accurately under deadlines and the pressure of a fast-paced work environment.
• Familiarity with the world of social change organizing and advocacy.
• Strong writing and editing skills.
• Computer literacy is required, including MS Office Suite and G-Workspace. Familiarity with Slack, EveryAction, and Zoom video conferencing systems is a plus.
• Excellent interpersonal communication skills, diplomacy, and discretion.
• Team player with the capacity to be resourceful and flexible.
• Must be available to work with a flexible schedule, including weekends or evenings, and be able to travel locally and statewide.
• Commitment to advancing immigrant justice.
• Proficiency in Creole or Spanish is desirable.

Job Type: Full-time

Pay: $63,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Application Question(s):

• Please, share your experience coordinating executive meetings with external stakeholders, managing the agenda, and preparing relevant documents for the meetings
• Do you have experience working in non-profit organizations supporting the Executive Director or Senior Level Executives? Please describe your main responsibilities in your role.
• Please share your experience managing projects from beginning to completion.

Experience:

• Executive Assistant: 3 years (Required)

Language:

• Haitian Creole (Preferred)
• Spanish (Preferred)

Work Location: In person