Senior Executive Assistant

Summary

Join NILC as a Senior Executive Assistant, reporting directly to the President and providing high-level support. You will be the primary point of contact for internal and external stakeholders, managing complex schedules, coordinating meetings and travel, and handling confidential matters. Responsibilities include preparing reports, composing correspondence, and overseeing special projects. The ideal candidate possesses exceptional judgment, strong communication and organizational skills, and the ability to manage multiple priorities effectively. This role requires significant experience supporting C-level executives, preferably in a non-profit setting. The position offers a competitive salary and benefits package.

Requirements

• High school diploma required
• 7+ years of experience supporting C-Level executives, preferably in a non-profit or social justice organization
• Experience working directly with members of an Executive Leadership Team
• Knowledge of and ability to apply the principles, policies and practices related to techniques of association, administration, and functions of a highly sensitive and confidential nature
• Ability to recognize sensitive material and maintain a high degree of confidentiality
• Available to work flexible hours required
• Intermediate to expert level proficiency in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and other administrative platforms
• Strong knowledge and experience with expense systems, travel booking, and other administrative tools and software
• Experience with project management and collaboration tools (Asana, Trello, others)

Responsibilities

• Maintains complex schedules/calendars, coordinating meetings and acting as a “gatekeeper” to ensure that the President’s schedule is followed & respected creating win-win situations for direct access to the President’s time, and attention
• Provides support to the President when preparing for and following up from internal and external meetings
• Ensures follow-up tasks from internal and external meetings are completed in a timely fashion, including preparation and debrief of meetings
• Supports the Executive Leadership Team and Senior Leadership Team to plan and coordinate logistics for meetings and retreats, and conduct notetaking and track follow up from meetings as needed
• Provides a bridge for smooth communication between the President and internal departments; demonstrating leadership to maintain credibility, trust and support with senior leadership and staff
• Reconciles expenses and completes expense reports for the President and helps to ensure payroll reports are correct
• Arranges complex and detailed travel plans, itineraries, and agenda including compiling documents for meetings and travel
• Stays on top of time-sensitive requests for the President including contracts management, invoice processing, and renewals as applicable
• May communicate directly, and on behalf of the President with Board members, partners, other executives, senior leadership, staff, media/reporters, and others, on matters related to NILC's programmatic initiatives and scheduling needs
• Works closely and effectively with the President to keep them 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 President updated
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting personal correspondence, and other tasks that facilitate the President’s ability to effectively lead
• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often in a fast-pace and with deadline pressures
• Collaborates with staff from other departments to conduct and compile thorough research for upcoming meetings with elected officials, funders, movement leaders, the media, etc
• Works with the development team and leadership as needed in coordinating the President’s strategic initiatives and activities
• Works with the President and other ELT/Senior EAs as needed in coordinating strategic initiatives and activities
• Follows up on contacts made by the President and supports the cultivation of ongoing relationships with external partners
• Support any other special projects President oversees
• May be a part of a larger cross functional project using the MOCHA framework/methodology
• May assist in managing outside consultants, third party administrators, and vendors as needed
• Champions NILC & IJF’s mission of advancing the rights of immigrants with low income by demonstrating a commitment to human rights, and racial, economic, and social justice
• Attends and actively participates in NILC meetings at the organization, department, project, and individual level
• Develops relationships and supports NILC and IJF colleagues across all teams, recognizing that each individual brings a unique background and perspective to the work and assuming good intent from each other
• Follows through on commitments acting with a clear sense of ownership individually and collectively by taking personal responsibility for decisions, actions, and failures, establishing clear responsibilities and processes for monitoring work and measuring results, and designing feedback loops into work
• Learns quickly when facing new situations by experimenting to find fresh solutions, taking on the challenge of unfamiliar tasks, and extracting lessons learned from failures and mistakes
• Acts with integrity by following through on commitments, being direct and truthful, keeping confidence, and showing consistency between words and actions
• Commits to centering NILC’s values of racial justice & equity, valuing diversity, fostering partnerships & collaboration, encouraging respect & personal well-being, and striving for transparency, integrity, and honesty in all decisions and actions

Preferred Qualifications

• Associate’s or bachelor’s degree preferred
• Experience with project management and collaboration tools (Asana, Trello, others) a plus
• Strong work tenure: 10+ years of experience supporting C-Level executives, preferably in a non-profit organization preferred

Benefits

• Medical, dental, vision, life and AD&D, STD, and LTD insurance
• Healthcare and dependent care FSA
• Stipends and/or reimbursements for wellness, phone, and internet
• Generous paid time off
• A robust holiday schedule
• An employee assistance program (EAP)
• Additional voluntary insurance packages