Executive Assistant

Arab American Family Support Center Brooklyn, NY $58500.00 per year
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JOB TITLE: Executive Assistant

EMPLOYMENT TYPE: Full-Time

LOCATION: City-Wide (primarily based in Brooklyn, NY)

REPORTS TO: President and CEO

 

ABOUT AAFSC:

The 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.   

 

AAFSC works 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 immigrant justice.

 

JOB SUMMARY:

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 respected.

·       Work closely and effectively with the President and CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately.

·       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.

 

Finance Support

·       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.

 

Human Resources Support

·       Provide support to the Human Resources function by managing and tracking the scheduling of interviews as well as the reference checking process.

·       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:

o   Cultivate 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.

o   All 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.

o   Always 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 agencies.

 

Other duties and responsibilities

·       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 deadline pressures.

·       Make decisions and recommendations to ensure all issues and requests are handled in a timely and professional manner.

·       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 needed.

·       Provide ad hoc support as needed to other programs and functions across the organization.

·       Perform other duties as assigned.

 

Qualifications and Requirements

·       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 multitasking.

·       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 with discretion.

·       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
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