Executive Assistant

International Institute of New England
  • Location
    Boston, Massachusetts
  • Sector
    Non Profit
  • Experience
    Early Career / Mid Career
  • Posted
    Dec 31

Position description

The International Institute of New England (IINE) is a non-profit organization that provides humanitarian relief, education, skills training, job placement, family reunification and pathways to citizenship for 2,000 immigrants and refugees each year. We work in Boston and Lowell, Massachusetts, and Manchester, New Hampshire.

IINE is the oldest and second largest resettlement agency in the region and has the largest Central American family reunification program in Greater Boston. More than 500 refugees and immigrants enroll in our education programs annually, and each year we connect hundreds of new Americans to jobs in New England companies.

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. We are excited to share the career opportunity below and look forward to receiving your application!

Reports to: Director of Operations

Supervises: N/A

Status: Non-exempt, PT (30 hrs/week)

Schedule: While the Executive Assistant will have to shape their schedule to attend all IINE Board Committee Meetings (includes the occassional evening and early morning) and a weekly Friday afternoon Operations team meetings, the other duties of this role allow for more flexibility. Candidates should be prepared to discuss their availability and an ideal schedule with the Operations Manager in a phone screen.

Overview:

The Executive Assistant assists the Director of Operations to process paperwork around recruitment, employee changes, and terminations; maintains and audits the digital and hard copy filing systems; and provides basic quality assurance for the recruitment (ClearCompany) and purchase order (OfficeWise) programs. The Executive Assistant prepares materials and takes minutes for approximately 20 Board of Director subcommittee meetings, and s/he prepares four Board of Director meeting packets each year. This position requires discretion and professional judgment in a manner that increases value to the executives being supported and the entire organization.

Responsibilities:

Human Resources Support:

  • Track the on-boarding and off-boarding logistics for new employees; work with Office Managers to ensure documentation is collected and processed in a timely manner
  • Review and update personnel files at the direction of the Director of Operations
  • Identify and develop systems for tracking HR documentation and better facilitating inter-department communication around HR processes
  • Help prepare HR reports for the Leadership Team and Board of Directors
  • Update staff directories, organization charts, and other internal documents
  • Process background checks and conduct I-9 verifications as directed
  • Post job openings at the direction of the Director of Operations
  • Plan and help execute the summer and holiday allstaff gatherings

Administrative Support:

  • Coordinate state and federal filings with the Director of Operations
  • Audit and identify problems in IINE’s recruitment (ClearCompany) and PO management (OfficeWise) systems; assist the Office Managers in closing out POs as needed
  • Help to organize and update the central office drive, including the Administrative, Human Resources, and Executive folders
  • Retain copies of all checks addressed to IINE in a check binder and verify all received checks against Finance’s deposit sheets for annual audit
  • Attend weekly meetings of the Operations Team
  • Work on projects assigned by the CEO as directed
  • Perform all other duties assigned by supervisor

Board Management:

  • Serve as the primary liaison between the Institute and the Board of Directors
  • Handle scheduling for Board of Director meetings, committee meetings, conference calls, and Board retreats
  • Support the IINE Executive Leadership Team and Committee chairs in the creation and disbursement of meeting agendas, materials, and appendices
  • Attend Committee meetings and conference calls
  • Support the Clerk and Secretary of the Board of Directors, especially with the taking, filing, and transmission of Committee meeting minutes
  • Implement and maintain a system that captures the information of current and past Board Members
  • Schedule, plan and support the annual Board Retreat
  • Assist the Chief Executive Office in developing and scheduling Board Member orientations
  • Work with the President/CEO on miscellaneous Board related projects

Qualifications

  • Bachelor’s Degree in related field
  • Strong writing and correspondence skills
  • Extremely detail oriented and organized
  • Quick learner; someone who isn’t afraid to ask questions and identify potential solutions
  • Ability to work independently with minimal supervision
  • Ability to multi-task in a fast-paced environment and work under tight deadlines
  • Generally good with technology and software, particularly Microsoft Office
  • Previous experience with databases like Salesforce, ClearCompany and OfficeWise a plus, but not required
  • Commitment to our mission of serving immigrants and refugees
  • The position requires attendance at Board subcommittee meetings, which may occur outside of regular business hours

Application instructions

Please be sure to indicate that you saw this position on Globaljobs.org

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