Executive Assistant

The U.S. Committee for Refugees and Immigrants (USCRI), established in 1911, is a nongovernmental, not-for-profit international organization dedicated to addressing the needs and rights of refugees and immigrants. USCRI, working with nearly 200 affiliates, provides legal, social, and health services to refugees, unaccompanied migrating children, trafficking survivors, and other immigrants in all 50 states, El Salvador, Honduras, Kenya, and Mexico. USCRI advocates for the rights of refugees and immigrants both nationally and globally, helping to drive humanitarian policies, practices, and law. To learn more about our work, please visit our website at www.refugees.org. 

OVERVIEW

Reporting to the Senior Director, Field Offices & Humanitarian Legal Services, the Executive Administrative Assistant will provide administrative, operational, and project support to advance departmental priorities. USCRI is seeking a professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision. Well organized, flexible and enjoy the administrative challenges of supporting an organization of diverse people.

ESSENTIAL DUTIES AND RESPONSIBILITIES

•    Manage and prioritize the calendar, including internal meetings, stakeholder engagements, and travel, coordinate logistics for meetings, site visits, and events 

•    Prepare and edit correspondence, presentations, reports, and briefing materials 

•    Support day-to-day operations by ensuring alignment across teams and functions 

•    Maintain systems for tracking priorities, deliverables, and workflows 

•    Coordinate internal processes, ensuring deadlines and commitments are met 

•    Assist with resource coordination, procurement requests, and basic budget tracking as needed

•    Support relationship management by tracking communications, follow-ups, and commitments 

•    Draft and manage internal and external communications

•    Support in coordinating and planning logistics pertaining to moves, buildouts and setups of new offices. 

•    Assist with the research and implementation of new programs, systems, and office solutions to improve internal processes across all offices.

•    Coordinate remote office staff activities to ensure maximum efficiency

•    Help maintain SharePoint online filing system

•    Review and approve remote office supply acquisitions

•    Designs and maintains organizational charts for headquarters and field offices.

•    Act as a backup coverage for receptionist and Executive Coordinator; and

•    Performs other duties as assigned by supervisor.

REQUIREMENTS

•    Bachelor’s degree or equivalent experience preferred

•    2-3 years of relevant experience in an administration and/or operations role is required

•    Excellent written and oral communication skills. Experience in writing and editing professional business letters, reports and documents

•    Proactive problem-solving and ability to anticipate needs

•    Demonstrated ability to achieve performance goals and meet deadlines in a fast-paced environment

•    Ability to prioritize workload, multitask, and pay close attention to detail and accuracy

•    Strong interpersonal skills to effectively interact with all levels of staff and the capacity to work independently as well as in collaboration with others is required

•    Ability to practice discretion and maintain strict confidentiality and security of sensitive information

•    Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration tools (e.g., Teams, Zoom, SharePoint) 

•    Experience with project tracking tools or CRM systems is a plus 

PHYSICAL DEMANDS

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

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

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

ADDITIONAL NOTES 

•    Please submit a resume with a cover letter describing your interest and qualifications with your online application. 

•    References will be required at time of the final interview. 

•    No telephone calls please. Position will remain open until filled. 

•    Work Location: In-person (possible consideration for a hybrid work environment).

EQUAL EMPLOYMENT OPPORTUNITY 

U.S. Committee for Refugees and Immigrants is an equal opportunity employer. We maintain a policy of equal employment opportunity without regard to race, color, national origin, ancestry, religion, sex, sexual orientation, gender identity, domestic partnership status, marital status, physical or mental disability, AIDS/HIV status, age, political affiliation, genetic information, veteran status or any other characteristic protected by applicable law.