Executive Assistant

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: President and CEO

Supervises: N/A

Status: Non-exempt, Full Time

Overview:

The Executive Assistant (EA) assists the President and CEO 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. Additionally, the EA supports the Chief Financial Officer and the finance department with inventory tracking, project and vendor coordination, and check to deposit reconciliation. The EA prepares materials, attends, and takes minutes for approximately 20 Board of Director subcommittee meetings and 4 Board of Director meetings each year. This position requires discretion and professional judgment in a manner that increases value to the executives being supported and the entire organization.

The EA works closely with IINE’s Executive Leadership Team: the President and CEO, the Chief Financial Officer, the Chief Program Officer, and the Chief External Relations Officer.

This position is well suited for someone who identifies as a detail-oriented and organized person, as well as a clear and consistent communicator. Collaboration with the Leadership team and Board of Directors offers this position firsthand experience in non-profit management and strategy.

Qualifications:

• Bachelor’s Degree in related field
• Strong writing and correspondence skills
• Quick learner; someone who isn’t afraid to ask questions and propose potential solutions
• Extremely detail oriented and organized
• Demonstrated superior organizational and time management skills; ability to multi-task and prioritize workload with minimal oversight
• Experience designing, implementing, and/or utilizing the systems and processes outlined in the responsibilities for this role preferred
• Demonstrated experience utilizing and troubleshooting software and technology:
  • Proficiency in all areas of Microsoft Office; advanced Microsoft Word and Adobe Acrobat experience preferred
  • Proficiency with database setup and management
  • Experience programming and managing phone, printer, and computer software/hardware preferred.
• A demonstrated interest in the mission of the organization;
  • experience working with immigrants and refugees, or supporting others who serve those communities, preferred
• The position requires attendance at Board subcommittee meetings, which may occur outside of regular business hours.

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 in coordination with staff accountant
• 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 for new employees
• Post job openings at the direction of the Leadership Team; maintain recruitment and evaluation database
• 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 and PO management 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.
  • Maintain permissions and drive design with 3rd party tech consultants
• 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
• Coordinate office moves and space reorganizations
• Coordinate vendors and projects on behalf of the CFO
• 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 Board and Committee meetings and conference calls
• Support the Clerk and Secretary of the Board of Directors, especially with the taking, filing, and transmission of meeting minutes
• 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

Applications:

Please note that a resume, cover letter, and writing sample are required as part of this application. Writing samples should be 2-3 pages on any topic and should convey your ability to organize your thoughts, as well communicate concisely and clearly. Please apply through iine.org/careers if you are having trouble with the application link.