JOB TITLE: Executive Assistant
EMPLOYMENT TYPE: Full-Time
(primarily based in Brooklyn, NY)
REPORTS TO: President and CEO
Arab-American Family Support Center (AAFSC) is a non-profit, non-sectarian
organization established in 1994 to provide culturally and linguistically
competent, trauma-informed social services. Our mission is to empower
immigrants and refugees with the tools they need to successfully acclimate
to the world around them and become active participants in their
communities. While our doors are open to all, with 36 languages
represented across staff, AAFSC has developed cultural and linguistic
expertise serving members of NYC’s Arab, Middle Eastern, North African, Muslim,
and South Asian (AMENAMSA) immigrant and refugee communities.
across four key priority areas – Promote, Prevent, Get Ready, and Communicate
– in order to achieve our ultimate goal of strengthening families. We
promote mental and physical well-being and community power. We ensure families
are knowledgeable about their rights and equipped to participate in civic
society with confidence and security. We strengthen families, prevent child abuse,
and work to end domestic and gender-based violence. We provide the tools for
learners of every age to succeed. Finally, we uplift the voices and needs of
under-represented communities and champion gender, racial, restorative, and
AAFSC is seeking an
experienced Executive Assistant to provide high-quality, comprehensive, and
proactive support to the President and CEO. This position is responsible for
managing and prioritizing the President and CEO’s inbox and calendar,
coordinating meetings, facilitating communication between the leadership team
and other members of the organization, and ensuring that the President and CEO
is able to fulfill all commitments. The ideal candidate is upbeat, driven, impeccably
organized, flexible, and able to work decisively with limited information. The
person in this position will be highly visible across the entire organization,
and the ability to build strong relationships with all colleagues is a must.
This role will also provide support to the Finance and Human Resources
functions as well as ad hoc support to other functions and programs across the
organization. A commitment to immigrant, refugee, and low-income
communities is essential for success in this role. This is a hybrid role
combining remote work and in-office work at AAFSC’s Brooklyn headquarters or
other locations as needed.
DUTIES AND RESPONSIBILITIES:
Support to the
President and CEO
Provide strategic management and oversight of calendar and email communications.
Complete a broad variety of administrative tasks including, but not
limited to: scheduling an extremely active calendar of appointments; completing
expense reports; managing contact information;
composing and preparing correspondence that is sometimes confidential;
arranging complex and detailed travel plans, itineraries, and agendas; and
compiling documents for meetings.
Plan and ensure the President and CEO’s schedule is followed and
Work closely and effectively with the President and CEO to keep her
well informed of upcoming commitments and responsibilities, following up
Help build internal and external relationships crucial to the success
of the organization and work on a variety of special projects for the President
and CEO and Chief Operating Officer (COO).
Serve as a liaison between the CEO and department leads, ensuring optimal
communication and flow of information.
Work closely with the Grant Writer to manage Board-related
correspondence and meetings and
ensure all Board member inquiries are responded to in a timely fashion.
Serve as compliance liaison, ensuring proper organizational documents
are prepared, completed, and organized for agency audits and certification as
well as general recordkeeping.
Attend and take notes for weekly finance meetings.
Assist the finance and operation teams with expense approvals and the
payment of invoices on Bill.com.
Support the monthly coding of credit card statements.
Support Resource Development with the contract registration process
and serve as a liaison between Finance and Resource Development.
Provide support to the Human Resources
function by managing and tracking the scheduling of interviews as well as the reference
Efficiently manage the submission of performance
management documents, tracking deadlines and following up as needed.
Assist the HR Specialist and COO with
preparing documents as needed.
Ambassador & Champion
· Every AAFSC team member serves as
an ambassador of the organization and champion of AAFSC’s mission, vision, and
values. This includes the following:
relationships on behalf of and in support of the organization in partnership
with Senior Leadership and the Resource Development team. This includes being
sensitive to and aware of others, providing every client, partner and
participant with high-quality service, professional communication, and follow
through, and always keeping Senior Leadership and the Resource Development team
aware of any opportunities, challenges, or updates.
team members are expected to support the Resource Development team with any
requests in a timely manner, including, but not limited to: grant applications,
reports, attendance at meetings, hearings, or other events, and sharing of
AAFSC social media, flyers, and other externally-facing communications.
o Demonstrate a willingness to
respond to evolving community needs, including, but not limited to, making
referrals in light of community needs, supporting with the development of and
implementation of new initiatives or programming, and raising awareness of new
or evolving needs.
act with integrity, positivity, dedication, and professionalism within the
office and externally. This includes, but is not limited to, email
communication, verbal communication, communication with colleagues and peers,
communication with clients, or communication with external partners or
Other duties and
Complete projects and special assignments with the Executive Team by
establishing objectives, determining priorities, managing time, gaining cooperation
of others, monitoring progress, problem-solving, adjusting plans, and other
tasks as required.
Prioritize conflicting needs and handle matters expeditiously and
proactively. Follow through on projects to successful completion, often with
Make decisions and
recommendations to ensure all issues and requests are handled in a timely and
Schedule, coordinate and/or attend internal meetings, including
managing agendas and notes and following up on deliverables.
Serve as external agency representative at meetings and events as
Provide ad hoc support as needed to other programs and functions
across the organization.
Perform other duties as assigned.
Bachelor’s degree preferred.
· 3-5 years of experience
supporting executive-level staff, preferably in a non-profit.
Impeccable verbal and written communication skills and attention to
detail when it comes to editing correspondence, reports, and other documents.
Excellent computer skills and proficiency in Microsoft Office Suite.
Superb professionalism and ability to work under pressure while
maintaining an open heart and a sense of humor.
Self-motivated, detail-oriented, extremely organized, and a pro at
Excellent customer service skills including the ability to build
relationships among internal and external stakeholders and handle matters in a
professional, courteous, and friendly manner.
Decision-making skills that are effective, efficient, and correct.
Ability to maintain confidentiality and handle sensitive information
Ambitious and driven to excel with an interest in gaining knowledge
about nonprofit management.
U.S. Work Authorization required.
We are an equal
opportunity employer that values diversity at all levels. All individuals,
regardless of personal characteristics, are encouraged to apply.
Arab American Family Support Center is an EEO employer - M/F/Vets/Disabled