Executive Office Assistant

U.S. Committee for Refugees and Immigrants (USCRI) is a non-governmental not-for-profit international organization with a mission to protect the rights and address the needs of persons in migration by advancing fair and humane public policy facilitating and providing direct professional services and promoting the full participation of migrants in community life. For over 100 years we have shaped history with the belief that immigrants strengthen our communities economy and social fabric through freedom hard work and family unity. To learn more about our work visit our official website at.

OVERVIEW

The Executive Office Assistant providesadministrative operational and facilities management support to USCRI staff offices nationwide and manages front operationsat Headquarters. Reporting to the Chief of Staff the Coordinator will work to improve operational systems processes and functions. USCRI is seeking a professional who doesnt 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 enjoys the administrative challenges of supporting a diverse organization.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Build and maintain relationships with landlords building maintenance staff vendors and staff and provide support and solutions to technical and maintenance issues.

Serve as primary contact for supply orders inventory and other procurement support and monitor receipt of items and organize invoices for payment and budget reconciliation.

Act as primary vendor liaison and maintain contracts and files and negotiate vendor contracts under the direction of the Chief of Staff and Executive leadership as needed.

Serve as Floor Warden and represent USCRI headquarters at tenant meetings and prepare and execute emergency planning procedures.

Support the Executive Coordinator in coordinating and planning logistics pertaining to moves buildouts and setups of new offices.

Oversee offsite storage management including retrieval storage coding updating and destruction based on retention schedules and approved policy.

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

Support the Chief of Staff with administrative tasks and special projects as necessary.

Ensure remote office efficiency is maintained by carrying out planning and execution of equipment procurement layouts and office systems

Coordinate remote office staff activities to ensure maximum efficiency

Help maintain SharePoint Online filing system

Review and approve remote office supply acquisitions

Point of contact and onsite supervision for all moves office relocations and build-outs at USCRI HQ.

Designs and maintains organizational charts for headquarters and field offices.

Negotiates and maintains USCRIs cell phone contract including all upgrades equipment releases and programming and technical assistance issues with subcontractors.

POSITION REQUIREMENTS

Spanish speaking highly desired; but not required

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

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

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

Demonstrate excellent customer service with the ability to diffuse difficult situations involving internal and external contacts

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

Proficiency in Microsoft Word PowerPoint and Excel

PHYSICAL DEMANDS

Proficiency in Microsoft Programs

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

Occasional lifting (up to 50 pounds) bending pulling and carrying

ADDITIONAL NOTES

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

No telephone calls. Position will remain open until filled.

EQUAL EMPLOYMENT OPPORTUNITY

U.S. Committee for Refugees and Immigrants is an equal opportunity employer.