HIAS seeks a Special Assistant to assist HIAS’ Executive team (ELT) by providing administrative, logistical and event planning support. S/he works closely with the Special Assistant to the President and CEO and the Operations team to ensure that HIAS maintains a smooth, positive, working environment.
Coordinates set up, documents meeting notes and assists in the logistics and planning for Board committee meetings; provides support as necessary for board committee members.
Arranges and coordinates travel for Executive Leadership Team (ELT) members, as required; submits and codes expense reports, as necessary.
Schedules department meetings, brown bags and other events for ELT, as requested.
Assists in tracking, filing and organizing documents; helps maintain a filing system for the Executive Office.
Completes and submits expense reports for the Chief of Staff; performs administrative tasks and projects as assigned by the Chief of Staff.
Conducts research for the Executive Office and ELT, as needed.
Serves as a backup to the Office Assistant by answering phones and directing callers to appropriate departments, as necessary; serves as receptionist when Office Assistant is out of office.
Orders food for events, assists in set up and scheduling conference space, as needed.
Works with Office Assistant and Administration Manager on handling shipping related needs, packaging and mail runs, as needed.
Assists in organizing and logistics for Board and Staff meetings.
Maintains cleanliness of office space, conference space and inventory as needed.
Qualifications and Requirements:
Undergraduate degree required.
Proficiency in Microsoft Excel, Word and PowerPoint; ability to conduct thorough web based research.
At least 1-3 years of administrative and event planning experience, preferably in a nonprofit setting.
Ability to prioritize and multi-task several urgent projects in a fast paced environment.
Previous experience working in a nonprofit setting preferred; excellent customer service skills and ability to handle difficult situations.
Ability to travel between Silver Spring and New York offices, as needed.
Excellent interpersonal, written and oral communication skills.
Excellent organizational and problem-solving skills required.
HIAS is a global Jewish nonprofit organization working across five continents to ensure that refugees and displaced persons are protected. Throughout the United States, we help refugees reunite with families, resettle and become self-sufficient. Guided by our values and history, we help refugees rebuild their lives in safety and security and advocate to ensure that all displaced people are treated with dignity.
HIAS IS AN EQUAL OPPORTUNITY EMPLOYER AND COMPLIES WITH ALL FEDERAL, STATE AND LOCAL EMPLOYMENT LAWS.
About HIAS Inc
HIAS is a global Jewish nonprofit organization working in 14 countries across five continents to ensure that refugees and displaced persons are protected. Throughout the United States, we help refugees reunite with families, resettle and become self-sufficient. Guided by our values and history, we help refugees rebuild their lives in safety and security and advocate to ensure that all displaced people are treated with dignity.