CAreers

Executive Assistant

Category:

Administration

Type:

Full-time

Job Location:

US-DC-Washington

ORGANIZATIONAL SUMMARY:

POSITION SUMMARY:

Us Helping Us is a rapidly growing and mission-driven nonprofit. For the past 30 years, we have provided innovative programs and services to improve the health and wellbeing of racial, sexual orientation and gender minorities, people living with HIV/AIDS, and persons with substance abuse disorders and mental illness. As it exists today, we currently operate two office locations in the greater Washington, DC area and offer a variety of clinical, behavioral/mental health and social support services in a trusting, compassionate and non-judgmental environment. We are currently hiring for a Youth Empowerment Specialist and are looking for an energetic, independently motivated, and committed person to fill this position.

 

 

The Executive Assistant’s primary responsibility will be to provide critical administrative support to the Executive Director. The Executive Assistant will be responsible for performing various clerical duties, such as preparing correspondences, receiving visitors, arranging conference calls, scheduling meetings and events, setting up travel arrangements, reviewing
and compiling meeting materials and taking notes during meetings. In addition, the Executive Assistant will liaise with the Board of Directors and engage with organizational partners, key stakeholders, and community members. Reporting to the Deputy Executive Director, the Program Manager will have the following responsibilities:

 

Conserve Executive Director’s time by reading, researching, and routing
correspondences; drafting letters and documents; collecting and analyzing information, and initiating telecommunications.

  •  Maintain Executive Director’s calendar by planning and scheduling meetings,

  • conferences, teleconferences, and travel and as a liaison for the executive team.

  • Welcome guests and customers by greeting them, in person or on the telephone, and answering or directing inquiries.

  • Represent the Executive Director by attending meetings in the Executive Director’s absence and speaking for the executive.

  • Plan, organize and implement events, such as meetings, business luncheons, or client dinners.

  • Prepare reports for and attend meetings of the Board of Directors, including the

  • Executive Committee and other sub-committees.

  • Handle information requests and conduct critical organizational and environmental research to inform the organizational strategic priorities.

  • Provides historical reference by developing and utilizing filing and retrieval systems and recording meeting discussions.

  • Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; and verifying receipt of supplies.

  • Maintains customer confidence and protects operations by keeping information confidential.

  • Completes projects by assigning work to clerical/administrative staff and following up on results.

  • Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies.

  •  Contributes to team effort by accomplishing related results as needed.

  •  Prepare reports, presentations, and data, as well as maintain files, records, and correspondence for meetings

  • Other duties as assigned.

Experience and Education

  • Bachelor’s degree preferred, but not required.

  • 5+ years of experience as an Executive Assistant, or a similar role.

  • Three to five years of administrative experience.

  • Experience scheduling appointments and updating calendars.

  • Excellent communication and organizational skills.

  • Experience booking travel.Proficient with Microsoft Office Suite (Word, PowerPoint, and Excel).

  • Excellent observation skills with high attention to detail.

  • Valid driver’s license and safe driving record preferred.

 

Knowledge, Skills & Abilities

  • The ideal candidate will have a high level of patience, empathy, and compassion as well

as be highly-motivated, professional and capable of managing their workload and
prioritizing tasks in a face-paced environment.

  • Experience working with LGBTQ individuals and racial minorities and respect the cultural and religious practices of patients.

  • Familiarity with HIV/AIDS, sexually transmitted infections, and other chronic health conditions, especially those that disproportionately impact minority communities.

  • Excellent communication skills, both oral and written, self-motivated, and enthusiastic.

  • Willing to work long, physically demanding hours.

  • Ability to foster a cooperative work environment and provide caring and non-judgmental client-centered services.

  • Bilingual English/Spanish and/or other languages strongly preferred.

Specifications

  • Salary range $65,000-$85,000 (based on experience) plus a generous benefits package, including employer-paid health insurance and a contribution to a 401(k) retirement plan.

  • This is a full-time position (40 hours per week) that includes occasional evenings and weekends.

  • Valid U.S. work permit required.

  • Must submit to and successfully complete a background investigation and drug test.

  • Us Helping Us has a smoke-free environment and non-smokers are preferred. Excellent personal hygiene is a must.

Us Helping Us is an equal opportunity employer and does not discriminate on the basis of age, sex, race, language, ethnicity, religion, national origin, gender, gender expression, gender identity, marital status, sexual orientation, or status as a veteran with a disability.

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LOCATIONS

3636 GEORGIA AVE NW
WASHINGTON, DC
(202) 446-1100
8240 PROFESSIONAL PL
LANDOVER, MD
(301) 851-5310

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© 2019 Us Helping Us, People Into Living Inc is a nonprofit, tax-exempt 501(c)(3) organization

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