Job Description

Essential Functions

• Completes a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including assisting with special projects; designing, proofreading, editing, and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports, managing files and compliance reports for the board using volunteer hub.
• Serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritizes and determines the appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy.
• Works closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Anticipates CEO’s needs in advance of meetings, conferences, etc.
• Provides sophisticated calendar management for CEO. Prioritizes inquiries and requests while troubleshooting conflicts; makes judgements and recommendations to ensure smooth day-to-day engagements.
• Maintains open communications with the Leadership team.
• Coordinates agenda, scheduling, and notetaking for all Leadership team meetings, retreats, and staff meetings.
• Coordinates all staff trainings; ensures appropriate meeting space, orders meals as necessary, coordinates with facilitators and trainers.
• Provides administrative support to the Chief Operating Officer, Chief Financial Officer, and Chief Development Officer.
• Follows up on contacts made by the CEO to cultivate ongoing relationships.
• Manages all aspects of LSSNCA’s D.C. office. Evaluates and assists in developing office policies and procedures for improved workflow and anticipates future needs as the organization grows.
• Provides hospitality to all guests and help to create a welcoming environment.
• Answers main phone line and responds to online inquiries[J(1] .
• Processes and distributes daily mail.
• Assists in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization.
• Replenishes office materials such as printer supplies, paper, office supplies, etc.
• Provides event planning and coordination as requested.
• Other projects/duties as assigned for the overall benefit of the organization

Qualifications and Education Requirements

• Bachelor’s degree, or commensurate experience, preferred master’s degree
• At least 4-5 years of prior experience working with high level admin office
• High degree of personal integrity and ability to keep sensitive information confidential
• Excellent verbal and written communication skills
• Must have an ability to provide excellent and compassionate customer service
• Ability to work independently and exercise a high level of confidentiality
• Must be reliable with time sensitive deadlines and tasks
• Working knowledge of office practices and procedures
• Proficient in Microsoft Office products.
• Computer and typing skills sufficient to perform essential job functions.
• Active motor vehicle license.
• Maintain a reliable automobile with adequate insurance coverage.
• Pass a criminal history screen, including state and local child protection agency registries.

Preferred Skills

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
• Forward looking thinker, who actively seeks opportunities and proposes solution.
• Knowledge and experience in human services, preferably, refugee resettlement and immigration services, and desire to learn more.