We're Hiring! ​Executive Assistant to the Executive Director

​Executive Assistant to the Executive Director
 
 
 
 
 
 
 
 
 
 
OVERVIEW

Based on the tradition of “welcoming the stranger,” HIAS (Hebrew Immigrant Aid Society) Pennsylvania provides legal, resettlement, citizenship and supportive services to immigrants and refugees from all backgrounds in order to assure their fair treatment and full integration into American society. HIAS PA advocates for just and inclusive public policies and practices.

HIAS Pennsylvania provides the following programs:

  • Representation and legal counseling before immigration agencies and the courts including special initiatives for survivors of interpersonal violence, unaccompanied and vulnerable immigrant youth, and survivors of torture
  • Resettlement and other support services to assist refugees, immigrants and those granted asylum
  • Citizenship services

JOB DESCRIPTION

Job Title: Executive Assistant to the Executive Director

Supervisor: Executive Director

Application Deadline: ASAP

Salary: Commensurate with experience

General Description:Reporting directly to the Executive Director, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies. The Executive Assistant also serves as a liaison to the board of directors; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant will also support development efforts, including gift processing and thanking donors. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

Summary of Responsibilities:

Executive Support (70%)

Board Liaison (15%)

Gift Processing (15%)

Tasks:

Executive Support (70%)

  • Completes a broad variety of administrative tasks for the Executive Director including: managing her calendar of appointments; and composing and preparing correspondence that is sometimes confidential.
  • Manages Executive Director’s email and incoming phone calls and voice mail.
  • Assists with filing.
  • Plans and coordinates Executive Director’s schedule.
  • Communicates directly, and on behalf of the Executive Director, with Board members, donors, staff, and others, on matters related to Executive Director’s programmatic initiatives.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executive Director (particularly emails and phone calls). Determines appropriate course of action, referral, or response.
  • Works closely and effectively with the Executive Director to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Executive Director updated.
  •  Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Follows up on contacts made by the President of the Board as well as other Board members and supports the cultivation of ongoing relationships.
  • Other tasks that will support the Executive Director as necessary.

 

Board Support and Liaison (15%)

  • Serves as the President's administrative liaison to HIAS Pennsylvania’s board of directors.
  • Schedules board and committee meetings. Coordinates room reservations and food for meetings if applicable.
  • Distributes materials before meetings and takes minutes during board meetings.
  • Maintains discretion and confidentiality in relationships with all board members.

 

Gift Processing (15%)

  • Track all gifts in database.
  • Prepares and sends thank you notes for all gifts.

 

Qualifications

  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
  • Expert level written and verbal communication skills, bilingual in Spanish preferred
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Forward looking thinker, who actively seeks opportunities and proposes solutions Ability to work with diverse staff, Board and stakeholders
  • Ability to manage multiple projects and meet deadlines
  • Commitment to working with immigrants and refugees and to our mission to “welcome the stranger”

 

Requirements

  • Associate's degree required
  • Proficiency in database management – GiftWorks preferred
  • Proficient in Microsoft Office
 

To apply, please send resume and cover letter to Sarah Hotung at shotung@hiaspa.org 

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