Remote Senior Executive Assistant
at National Immigration Law Center

Summary

Join our team as a Senior Executive Assistant to provide executive-level support in a close working relationship with the President. The ideal candidate will have exceptional judgment, strong written and verbal communication skills, administrative, project management, and organizational skills.

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

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• Life and AD&D insurance
• STD insurance
• LTD insurance
• Healthcare FSA
• Dependent care FSA
• Stipends and/or reimbursements for wellness, phone, and internet
• Generous paid time off
• Robust holiday schedule
• Employee assistance program (EAP)