Office and Executive Assistant
Location: New York City
Immigration Equality and the Immigration Equality Action Fund seek a dynamic, passionate assistant to join our operations team in August 2022 when our current staff person leaves for graduate school. We are proud to be the national leaders in the field we pioneered: lesbian, gay, bisexual, transgender, queer and HIV immigration rights.
Founded in 1994, Immigration Equality has a dual focus of direct representation and impact work. We take calls every day from clients who need help right now and we work to change the systems that have lasting impact on how LGBTQ and HIV-positive immigrants are treated. We work with asylum seekers, detained individuals, and binational couples, answering more than 7,000 hotline calls and representing more than 650 individual litigants each year. We also engage in administrative advocacy and impact litigation to protect the interests of our community. Finally, through our Action Fund, we lobby federal policymakers to pass progressive legislation consistent with our mission goals.
We dedicate ourselves to empowering and protecting one of the most vibrant, resilient, and diverse communities in the world. In more than 60 countries, it is still a crime to be LGBTQ. In many more, it is fundamentally unsafe. We are proud to do life-saving work.
Office and Executive Assistant
We are seeking a very organized and detail-oriented individual to become our Office and Executive Assistant. This full-time position reports to the Executive Director and the Deputy Director and works closely with all staff, the Board, and other constituents and stakeholders.
The Office and Executive Assistant will have the following responsibilities:
Assistant to the Executive Director (ED) (15% time)
- Assist ED with daily correspondence (phone, mail, email) by providing timely, engaging interactions with board members, major donors, foundation and corporate representatives, and senior executives in the private and non-profit sectors
- Manage ED calendar of appointments by scheduling and rescheduling internal and external meetings, speaking engagements, and travel
- Book and manage all travel arrangements for the ED, including preparing streamlined travel agendas, interacting with host organizations/companies, and coordinating meetings with donors and key stakeholders when ED is traveling
- Coordinate various Board and Board Committee meetings both on and off site to support the ED’s agenda and maintain confidential files and contact information
- Coordinate projects of the management team and work closely with senior managers to ensure communication and resource flow
- Complete ED expense reports and manage receipts
- Other duties as assigned.
Office Management (85% time)
- Orient and instruct employees and interns on office tools and policies and continuously work to improve onboarding procedures
- Coordinate staff retreat and other staff and office events
- Process timely bank deposits and proper recording of finances
- Manage multiple Cloud SaaS including Stamps.com, Adobe, Canva, etc., ensuring timely renewals and helpful trainings for colleagues
- Manage multiple HR services including insurances, timesheet system, expense system, etc., ensuring timely renewals and updating systems as needed to be in accordance with internal policies
- Maintain inventory of hardware such as hotspots, printers, and laptops, ordering supplies when needed and ensuring prompt renewals of services
- Liaise with IT consulting company, intervening when necessary to ensure staff requests are handled promptly
- Ensure the filing of staff timesheets, create regular reports to process payroll, and create special timesheet reports to aid in grant proposals and donor requests
- Manage office storage unit(s) in accordance with file retention policies
- Assist staff with accurate coding and reporting of expenses
- Set up regular all-staff meetings and manage meeting agendas
- Code and process invoices
- Anticipate needs and manage office supplies for remote staff as well as our in-person office
- Coordinate office space searches and office moves with Deputy Director (DD)
- Aid in Disaster preparedness preparation for office
- Monitor and assist DD in reporting to charity rating sites
- Vendor management
- Assist DD with human resources tasks as needed
- Other duties as assigned
Cross Departmental
- Perform related administrative and clerical duties for the ED and Operations Department including, but not limited to: managing a heavy load of communications (telephone, mail, fax, email), arranging conference calls, photocopying, faxing, filing, record keeping, and organizing briefing materials
- Provide overall coordination for the ED and DD’s calendars, ensuring the time of the ED and DD are maximized and operating in line with priorities. Schedule meetings, manage requests, and additional administrative tasks
- Coordinate and manage annual collection of in-kind pro bono hours from partner law firms and create reports to be reviewed by auditors
- Manage DOJ Accreditation of the organization and assist with the accreditations of colleagues
- File quarterly and semi-annual lobbying reports with the U.S. Congress
- Provide occasional assistance outside the normal schedule to accommodate and support the office
Qualifications
- College degree preferred not required
- Expert in MS Office software, Word, Outlook, SharePoint, OneDrive, and Excel
- Experience with Salesforce preferred
- Excellent interpersonal skills and ability to collaborate with others at all levels
- Extremely organized, attentive, detail-oriented
- Active and quick learner and patient listener
- A willingness to perform administrative tasks with enthusiasm and attention to detail
- Calm under pressure and solutions oriented
- Ability to prioritize work and multi-task in a fast-paced environment
Environment
Immigration Equality is an equal opportunity employer: immigrants, transgender people, and people of color are strongly encouraged to apply. Immigration Equality is a progressive organization with an open office plan. Applicants are expected to collaborate within a diverse and inclusive environment.
Immigration Equality is a mission-driven organization full of smart, dedicated people. If you want to work at the cutting edge of the two most potent issues of our time, and do it with terrific colleagues in a fast-paced, nimble organization that seeks results, this is the place for you.
In order to maintain the safest environment for our staff and clients, some of whom may be immunocompromised, Immigration Equality mandates that all staff be vaccinated against COVID-19. Immigration Equality will be taking all necessary precautions due to COVID-19 utilizing guidance from health authorities.
Our office has a hybrid work environment headquartered in NYC and NYC area residency is required. A laptop and printer and a home office stipend will be provided to support working remotely. The ideal candidate is a well-organized, extremely detail-oriented, and resourceful individual.
Salary and Benefits
Salary 48,000.00-50,000.00.
Immigration Equality offers outstanding benefits, including:
- Comprehensive health, vision, and dental insurance. For some health plans, which cover the employee and their children, Immigration Equality pays nearly 100% of premiums.
- Many health plans to choose from so you can find the best fit for you and your family.
- Paid family leave.
- 401(k) employer contribution (whether you contribute or not)
- $20K life insurance plan, and long-term disability fully covered by employer
- Four weeks vacation and up to 25 days of additional paid time off for holidays, wellness days, floating holiday days, and an action day (to take off work and volunteer for something else you’re passionate about)
- Summer Fridays: end work day early on Fridays between Memorial Day and Labor Day
- Monthly cell phone allowance
- Options for a flex work location/schedule
To apply:
Only applications submitted with a detailed cover letter explaining why Immigration Equality and this job would be a great fit for you, your salary requirement, and your chronological resume through Idealist.org will be considered.
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