Executive Assistant

Make the Road States (MRstates) is the national home for the second-generation Make the Road family of organizations in Connecticut, New Jersey, Pennsylvania and Nevada, this in addition to New York, that serves to uplift the voices of working-class, immigrants, women, LGBTQIA people, and people of color across the Make the Roads umbrella. From an operational spectrum it serves as the Finance and Human Resources Compliance Officers for the umbrella at large.

Make the Road New Jersey (MRNJ) builds the power of immigrant and working class communities to achieve dignity and respect through community organizing, the provision of high quality legal and support services, transformative education and policy innovation. MRNJ is a project of Make the Road States. Founded in 2014, MRNJ operates centers in Elizabeth, Passaic, and Perth Amboy, NJ that reach thousands of immigrant and working class people of color each year. Our member-led organizing committees -- which work on the issues named above-- implement strategies to combat shared problems, and develop leadership and the capacity for civic participation. Since our founding, MRNJ has won more than 20 pro-immigrant and pro-worker policies, including the nation's first guaranteed severance law, landmark anti-wage theft legislation, occupational and drivers’ license for undocumented immigrants and a $15 minimum wage. We also provide an array of high-quality bilingual services including legal services in the areas of immigration, tenants', and workplace rights, civic engagement and leadership development, healthcare access, and college access.

Make the Road Action (MRA), a 501(c)(4) organization is committed to building power for justice in immigrant and low-income working-class communities of color. MRA operates in five states - New York, New Jersey, Connecticut, Nevada, and Pennsylvania. We work to create social change, connect voters to the candidates and issues that are most important to them, and work hands-on in a fast-paced environment to create long-term impact in the communities that need it most.

Current Opening:

Make the Road New Jersey is seeking a full-time Executive Assistant. The Executive Assistant plays a crucial role in ensuring the efficiency of organizational operations while providing high-level support to the State Director and Senior Leadership Team. This role is ideal for a detail-oriented, proactive individual who excels at managing administrative tasks, coordinating operational functions, and supporting executive leadership, to provide day-to-day administrative support. The position will support the Senior Leadership Team across multiple cities and assist in project management reporting to the Operations Director . This is an in-person, confidential, salaried position working 40-50 hrs primarily out of our branch in Perth Amboy, NJ; some travel to our other branches and nearby areas will be required.

Key Responsibilities but not limited to:

Executive Support

• Provide scheduling and calendar management support for the Senior Leadership Team (SLT), with a strong understanding of priorities, including: responding promptly to all incoming requests for meetings involving SLT members, finalizing and confirming appts ahead of each calendar item, making sure location, zoom or call in number, info and context of mtg, and all participants are listed clearly in calendar invite; and proactively rescheduling any conflicts.
• Review, monitor and organize correspondence, while maintaining confidentiality, including the Director’s email inbox; draft responses when appropriate, and follow up on action items.
• Make and return phone calls on behalf of the State Director, maintaining professionalism and discretion.Assist with travel arrangements, timesheet submissions, and general administrative needs for SLT members.
• Confirm agreements/contracts have been reviewed by respective Directors, Compliance, Development Director, Legal counsel, get approval for signature and proper filing of documents.
• Support meeting preparation, including scheduling, materials coordination, and preparation, and minute-taking.
• Facilitate internal and external relationship management, helping the SD engage with funders, allies, and elected officials.
• Maintain confidentiality and Keep accurate notes and minutes.

Operations & Policy Management

• Maintain accurate records of relevant organizational information and update as needed.
• Assess, develop, and implement policies and procedures in coordination with the State Director and Operations Director.
• Ensure compliance with organizational policies, working closely with the Operations Director.
• Assist with project management and participate in the Operations Cohort meetings

Events & Membership Coordination

• Coordinate event logistics for organizational events, including MRNJ/MRA membership events, canvasses, actions and rapid response efforts.
• Be responsible for monitoring, transporting and/or ensuring return of MRNJ equipment;
• Work closely with administrative staff at all sites to coordinate event logistics and supplies.
• Support membership communication and engagement efforts.
• Provide in-person support during meetings, actions, and special events as needed.
• Assist in the production and ordering of materials (e.g., t-shirts, sweatshirts, swag, etc).
• Provide Front desk coverage, related data entry and systems and refer to appropriate staff/departments.

Financial & Compliance Support

• Manage and submit required finance reports (Amex, reimbursements, invoices, etc)
• Collaborate with the Compliance Manager to maintain updated grant and compliance information.
• Collaborate with the HR department to maintain updated information.
• Assist with Lobbying reports
• Assist with grant reports and coordination of grant deliverables.
• Work with the Finance team to ensure adherence to policies, timely processing, and tracking of expenses.

Collaboration & Internal Support

• Attend, participate in, and/or facilitate MRNJ’s events, meetings, and trainings as needed;
• Establish and maintain strong working relationships with staff and members.
• Work with the Operations department to ensure members and staff have necessary and functioning equipment.
• Assist with staff onboarding and internal operations coordination.
• Stay updated on program, department or organization related matters, events and practices to provide clients, students, guests and volunteers with accurate information;

Additional duties:

• Maintain work space and shared areas in a clean and tidy manner at all times;
• Attend, participate in, and/or facilitate MRNJ’s events, meetings, and trainings as needed;
• Uphold MRNJ’s values and mission;
• Perform other duties as assigned to support the organization’s mission and goals.

Requirements:

• Eligible to work in the U.S
• Bachelor’s Degree preferred
• 2 to 5 years of experience in office management systems and procedures
• Proficient in Microsoft Office (Word, Excel, and PowerPoint)
• Bilingual fluency in English/Spanish

Job Competencies:

• Self-starter with strong organizational skills and strong attention to detail
• Be highly professional and team oriented with a passion for excellence and eagerness to help the department meet our goals
• Ability to multi-task, prioritize, and complete assignments under strict deadlines with minimal supervision in a fast paced environment.
• Ability to work under pressure required.
• Have a working knowledge of spreadsheets, Microsoft Office suite, and using a database to run reports.
• Flexible work schedule, some evenings or weekends required
• Strong scheduling skills.
• Strong verbal and written communication skills.
• High level of accountability and initiative; needs to be a self-starter and eager to do team work to support the organization as a whole

Salary and Benefits:

MRStates offers an excellent benefit package including health insurance, 401K, and generous paid vacation, sick, personal days. The salary range for this position is from $64,661 to $73,913

How to Apply:

Please attach cover letter/resume and submit all documents to the Make the Road New York career center.

Make the Road believes that social change is best achieved through grassroots community-based organizing that flows directly from and engages the community demanding the change. As a membership-based organization, we are committed to providing equal employment opportunities regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, criminal history, or Veteran status. We strongly encourage those from historically excluded groups to apply.