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Executive Assistant

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Published 18 days ago

Summary

Reporting directly to Executive Director, the Executive Assistant (EA) provides administrative support on matters pertaining to the Executive Director (ED), Associate Director and Director of Finance and Operations. The EA also serves as a liaison to the Board of Directors, coordinates executive scheduling, assists with communications, and oversees special projects. The EA must enjoy working within a mission driven environment that is goal oriented.


The ideal individual will have strong written and verbal communication, administrative and organizational skills, and the ability to maintain a balance among multiple priorities in a fast-paced environment. The EA will have the ability to work (both independently and under close supervision) on projects from conception to completion and must be able to handle a wide variety of activities and confidential matters with discretion.


Essential Functions

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


Executive Support

• Support administrative needs of three Directors including managing an active calendar of appointments; completing expense reports; composing and preparing correspondence and other written communication;

• Assisting with meeting preparation including written preparation, research, room setup, coordinating refreshments;

• Communicates directly and on behalf of Directors with board members and other stakeholders on matters related to programmatic, administrative or personnel initiatives;

• Researches, prioritizes, and follows up on issues and concerns addressed to the Directors, including those of a sensitive or confidential nature;

• Manages a variety of special projects for the Directors;

• Successfully completes work that helps facilitate the Director’s ability to lead a dynamic and growing organization;

• Prioritizes competing needs, handles matters expeditiously and proactively, and follows through on projects to successful completion with deadline pressures;

• Follows up on contacts made by the Directors and supports the cultivation of ongoing stakeholder relationships;

• Ability and willingness to be flexible on schedule and hours to allow for attendance at occasional weekend and/or evening events as needed.

Board Support and Liaison

• Serves as the Directors’ administrative liaison to Board of Directors (BOD):

• Organizes and prepares for BOD meetings and takes minutes, including assisting with the preparation of the ED’s report;

• Maintains files of BOD meeting and other required materials;

Executive Assistant Immigrant Defenders Law Center Updated September 2021

• Exercises discretion and maintains confidentiality in relationships with all board members;

• Complies with all applicable rules and regulations set in bylaws regarding board matters.


Competencies

• Strong organizational skills;

• Excellent interpersonal skills and the ability to build relationships with staff, board members, and external partners;

• Strong written and verbal communication skills;

• Demonstrated proactive approaches to problem solving;

• Highly resourceful team player, with the ability to also excel independently;

• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of constituent service and response;

• Eagerness to cultivate positive relationships with a large variety of ImmDef stakeholders including donors, clients, partner organizations and the media;

• Enthusiasm for taking on a variety of tasks that move forward ImmDef’s mission;

• Demonstrated ability to take initiative and work under pressure;

• Enthusiasm for working at a non-profit organization.

Required Education and Experience

• 3-5 years’ experience supporting executive staff preferred, preferably in a mission-driven environment;

• Proficient in Microsoft Office

• Passion for social justice for immigrants required • DACA Recipients encouraged to apply!

Preferred Education and Experience

• Bachelor's degree preferred but not required

• Bilingual English/Spanish strongly preferred Additional Eligibility Qualifications None required for this position.


Supervisory Responsibility

This position has no supervisory responsibilities.

Classification and Work Schedule This is a full-time, nonexempt position. Work schedule is Monday through Friday, 9 a.m. to 5:30 p.m. with flexibility required based on the needs of the organization.

Work Environment and Physical Demands

This job operates in a professional office environment. This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.

Travel

No overnight travel is expected for this position. There may be occasional local day travel.

Other Duties

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of this position. Duties, responsibilities and activities may change depending on the needs of the organization.

We require COVID-19 vaccinations or weekly testing to be considered.

Summary

Reporting directly to Executive Director, the Executive Assistant (EA) provides administrative support on matters pertaining to the Executive Director (ED), Associate Director and Director of Finance and Operations. The EA also…

Details at a Glance

  • Time Commitment
    Full Time Schedule
Salary
USD $20 - USD $26
/ year
$20/hr - $26/hr DOE

Benefits

Benefits

Holidays and Paid Time Off:

  • 13 paid holidays
  • 1-Week paid winter break between Christmas and New Years
  • 15 vacation days per year
  • 15 Sick Days per year

Health, Dental and Vision Insurance

  • ImmDef provides health coverage on the first of the month following 30 days on the job. We cover 100% of premiums for our base dental and vision plans for our staff members and 75% of base plan dental and vision premiums for their dependents. ImmDef also covers 98% of the base plan medical premiums for our staff and 73% of the base plan medical premiums for their dependents.

FSA and Dependent Care FSA

  • ImmDef offers FSA plans to help offset the costs of eligible health care expenses for you, your spouse, and your eligible dependents using pre-tax dollars. We also offer Dependent Care FSA to pay for eligible dependent care services, such as preschool, summer day camp, before or after school programs, and child or adult daycare.

401(k) Retirement Savings Plan

  • ImmDef staff are eligible to enroll in our 401(k) plans immediately upon hire, contributing pre-tax dollars towards their retirement goals. After six months on staff, ImmDef will match 100% of contributions up to 3%. Funds are vested immediately!

Public Service Loan Forgiveness

  • As a 501(c)3, qualified ImmDef staff are eligible for Public Service Loan Forgiveness.

Benefits

Holidays and Paid Time Off:

  • 13 paid holidays
  • 1-Week paid winter break between Christmas and New Years
  • 15 vacation days per year
  • 15 Sick Days per year

Health, Dental and…

Level of Language Proficiency

• Bilingual English/Spanish strongly preferred

• Bilingual English/Spanish strongly preferred

Location

On-site
634 S Spring St, Los Angeles, CA 90014, USA

How to Apply

Only those selected for an interview will be contacted. No phone calls please.

ImmDef believes in second chances. As an organization, we will rely on individualized assessments in the hiring of those with past criminal convictions. We encourage all qualified applicants to apply for a position fighting for our immigrant communities!

Immigrant Defenders Law Center is an Equal Opportunity Employer.

Only those selected for an interview will be contacted. No phone calls please.

ImmDef believes in second chances. As an organization, we will rely on individualized assessments in…

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