Executive Assistant

U.S. Committee for Refugees and Immigrants (USCRI), is a non-governmental, not-for-profit international organization with a mission to protect the rights and address the needs of persons in migration by advancing fair and humane public policy, facilitating and providing direct professional services, and promoting the full participation of migrants in community life. For over 100 years, we have shaped history with the belief that immigrants strengthen our communities, economy and social fabric through freedom, hard work, and family unity. To learn more about our work, please go to our official website at www.refugees.org.

OVERVIEW

The Executive Assistant will be responsible for managing administrative functions and projects for the Senior Vice President. This position will handle daily administrative activities; coordinate confidential or sensitive projects, meetings, and workflow; research information, prepare reports and relay information; and respond to a variety of inquiries and coordinate responses with appropriate staff members and external partners. The position also will support the Executive Coordinator on projects, as needed. This position reports to the Senior Vice President.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provide senior-level administrative support to the Senior Vice President, including but not limited to handling meeting requests and logistics, calendar management, and drafting email, correspondence, and other communication pieces, with attention to detail.
• Handle department’s e-filing system via SharePoint, recordkeeping, and on-line office organization;
• Assist and support with departmental requests; assist with administrative tasks and special projects, as necessary;
• Arrange travel, and prepare agendas and itineraries;
• Manage listservs, membership lists, and general contacts;
• Process expense reports and accompanying paperwork and inquiries, with the highest level of accuracy;
• Manage internal and external communication, including communicating on behalf of the Senior Vice President, as needed; become liaison between Senior Vice President and other staff and departments;
• Create, proofread, and distribute meeting materials, including notes, reports, visual presentations, and briefing papers;
• Prioritize conflicting needs, handle matters expeditiously and proactively, and follow-through on projects to successful completion, often with deadline pressures; and
• Perform other related duties as assigned.

All of the above duties and responsibilities are essential job functions subject to reasonable accommodation. All job duties indicated are not to be an exhaustive statement and other job-related duties may be assigned as required by the supervisor(s).

POSITION REQUIREMENTS

• Some college, Bachelor’s degree preferred;
• At least 5 years experience supporting executives, preferably in a non-profit organization;
• Strong organizational skills; ability to prioritize workload, multitask, and pay close attention to detail and accuracy;
• Thorough understanding of, or ability to quickly learn, the office equipment, recordkeeping systems, management information systems, and related protocols used in the organization;
• Capacity to work independently and in collaboration with others and build lasting relationships and partnerships;
• Excellent interpersonal skills to effectively interact with all levels of staff;
• Excellent written/oral communication and editing/proofreading skills are required;
• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment;
• Forward-looking thinker, who actively seeks opportunities and proposes solutions;
• Ability to practice discretion and maintain strict confidentiality and security of sensitive information is required;
• High proficiency in Microsoft Office: Word, PowerPoint, and Excel are required; and
• Spanish language ability is a plus.

TRAINING REQUIREMENTS

• Satisfactory completion of USCRI’s Orientation and Training; and
• Complete additional training as identified by supervisor(s) or Human Resources

PHYSICAL DEMANDS

• Use of manual dexterity, tactile, visual, and audio acuity;
• Use of repetitive motion, prolonged periods of sitting and standing, and sustained visual and mental applications and demands; and
• Occasional lifting (up to 25 pounds), bending, pulling, and carrying;

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

ADDITIONAL NOTES

Please submit a resume with cover letter describing your interest and qualifications with your online application.

References will be required at time of the final interview.

No telephone calls please. Position will remain open until filled.

EQUAL EMPLOYMENT OPPORTUNITY

U.S. Committee for Refugees and Immigrants is an equal opportunity employer.