[NOW FILLED] Job Posting: Executive Assistant (Boston, MA)

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JOB ANNOUNCEMENT

The International Institute of New England a nongovernmental, not-for-profit, New England-based organization dedicated to addressing the needs and rights of refugees and immigrants, is seeking an Executive Assistant for its Boston office.

A dynamic, forward-looking, smart and rapidly growing non-profit organization, we seek well-qualified, solutions-focused candidates who are experts in their respective fields.  Candidates need to approach issues creatively and thoughtfully. In addition, all candidates should possess the following set of qualifications:

  •  Excellent verbal and oral communication skills
  • Excellent organizational and time management skills
  • Detail-oriented, able to multitask and meet deadlines
  • Self-motivated, able to work in a team and independently

Note: Certain positions require great flexibility and willingness to travel. A valid driver’s license, insurance, a clean driving record, and personal transportation may be required.

 

Available Position:           Executive Assistant
Reports to:                            President/CEO
Status:                                     Full Time

Overview:

The Executive Assistant provides administrative support and project management to the President/CEO and executive leadership team.  The Executive Assistant provides administrative, contract, and board management.  This position requires discretion and professional judgment in a manner that increases value to the executives being supported and the entire organization.  The Executive Assistant serves as the Assistant Secretary/Clerk on the Board of Directors.  Primary responsibilities include:

 
Duties and Responsibilities:

ADMINISTRATIVE MANAGEMENT

-        Maintain and file all administrative permits, certificates, and licenses.

-        Coordinate administrative purchases in consultation with the Chief Financial Officer.

-        Coordinate the annual liability insurance process with insurance broker for CFO review.

-        Keep copies of all checks received in the check binder and make copies for the Development and Accounting offices.

-        Design and manage the intern/volunteer program at all three sites in consultation with the Sire Directors and the Chief Program Officer.

-        Coordinate travel logistics and expense reimbursements for the IINE Executive Leadership Team (President/CEO, CFO, CPO, and DPE).

-        In consultation with Site Directors, coordinate travel and expense reimbursements for programming as needed, including out migration and client travel.

-        Track, monitor, and manage the progress of designated projects, action items, and strategies as directed by the President/CEO.

-        Compose correspondence on both routine and complex matters for executive staff.

-        Coordinate administrative office move to new IINE building.

-        Plan and coordinate administrative team monthly staff gathers.

-        Maintain the Human Resources, Intern, and Information email accounts.
CONTRACT MANAGEMENT

-        Assist the CPO in the execution of contracts, including maintain hard copy files and Salesforce records.

-        Support Executive Team in maintaining and expanding lists of organizational contacts and updating salesforce as needed.

 
BOARD MANAGEMENT

-        Serve as the primary liaison between the Institute and the Board of Directors.

-        Schedule Board of Director meetings.

-        Serve as the Clerk and Assistant Secretary to the Board.

-        Develop and schedule Board Member orientations.

-        Implement and maintain a system of current and past Board information.

-        Attend quarterly Board meetings, take notes; prepare and maintain records of meeting minutes.

-        Support the IINE Executive Leadership Team in the coordination of committee meetings.

-        Work with the President/CEO on miscellaneous Board related projects.
HUMAN RESOURCES MANAGEMENT

-        Maintain and update all job descriptions within the Institute in coordination with Site Directors and the IINE Executive Leadership Team.

-        Oversee the recruitment process by posting internally and externally all vacant job positions and processing candidate applications as necessary.

-        Oversee the annual process of updating the Personnel Handbook in consultation with the President/CEO and outside counsel, ensuring that the Institute is in compliance with all federal and state labor laws.

-        Oversee the development of a Policies and Procedures Manual by collecting, analyzing, and reviewing information from each site and the Executive Leadership Team.

-        Coordinate the annual evaluation process by supporting Site Directors and members of the IINE Executive Leadership Team, ensuring that annual timelines are met.

-        Manage the on-boarding and off-boarding process of all employees; coordinate with Site Directors, Leadership Team members, and the Personnel Clerk, and ensure that all employees are fully oriented on the mission and work of the entire Institute.

-        Ensure that the process of addressing complaints and personnel concerns is adhered to (i.e., staff speak to a Site Supervisor first, if not satisfied the employee can speak with the Chief Program Officer, etc.)

-        Serve as the initial point of contact with outside counsel on employment issues, consulting with the President/CEO, and other Institute leadership, in order to ensure that IINE is operating in accordance with state and federal labor and employment laws.

-        Develop and implement an on-line system in Apricot that manages employee personnel files, and manage the physical personnel filing system, regularly updating the contents in a manner that is consistent with state and federal laws and the agency’s standards.

Perform all other duties assigned by supervisor.
Qualifications:

-     Bachelors degree in Business Administration or related field of study

-     2-4 years of administrative or related experience required.

-     Ability to maintain a high-level of confidentiality for both the President/CEO and the organization as a whole.

-     Excellent organizational and time management skills; ability to multi-task and prioritize workload.

-     Ability to interface, negotiate, and influence at all levels of the organization.

-     Ability to professionally interact with diverse internal and external groups.

-     Advanced proficiency in all areas of Microsoft Office.

-     Experience with Salesforce, preferred not required.

-     Bilingual/bicultural candidates are encouraged to apply.

-     Candidate must have dedication to the human rights of refugees, immigrants, asylum seekers and displaced people.
Physical Demands:

-        Use of manual dexterity, tactile, visual, and audio acuity.

-        Use of repetitive motion, prolonged periods of sitting, and sustained visual and mental applications and demands.

-        Occasional lifting (up to 25 pounds), bending, pulling, and carrying.

 
To Apply:

Please send your cover letter, resume, and salary history to Human Resources (HR@iine.us) with your name and position in the subject line. Qualified applicants will be contacted; references will be required at time of interview. Please note this position is dependent upon funding obtained through year-to-year grants and contracts. Loss of funding may impact the continuation of the position in any given year.

 

No telephone calls please.

Position will remain open until filled.

The International Institute is an Equal Opportunity Employer.

 

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