Bilingual Spanish Speaking Office and Executive Assistant

Immigration Equality – New York, NY

Immigration Equality’s asylum and detention programs are growing and we need more motivated, smart staff to help us achieve our goals!

The Office and Executive Assistant will provide administrative support to the Executive Director (ED) and Operations Director (OD) and to provide support to the New York office staff. The Office and Executive Assistant will report directly to both the Executive Director and Operations Director. The Assistant must be able to respond quickly and with good judgment in a fast-paced environment and be able to handle highly confidential and sensitive information. They must be able to interact and collaborate with individuals at all levels—staff, constituents, board and clients and be mindful that they are representing the organization.

Bilingual Spanish Speaking Office and Executive Assistant

Founded in 1994, Immigration Equality is the country’s premiere legal aid and advocacy organization for lesbian, gay, bisexual, transgender and HIV-positive immigrants and their families. Immigration Equality’s pro bono asylum project represents LGBT people fleeing persecution because of their sexual orientation or gender identity, with the participation of more than 40 top national law firms. Immigration Equality works to end discrimination against LGBT people in U.S. immigration law through education, outreach, and advocacy. In 2009, Immigration Equality created the Immigration Equality Action Fund, a 501(c)(4), to expand its federal legislative advocacy.

This full time position reports to the Executive and Operations Director and will have the following responsibilities:

Office Management:

• Answer phones

• Ensuring the filing of staff timesheets and creating reports to process payroll

• Manage office storage unit(s) and organize supplies

• Manage purchasing and selling of office furniture

• Assist staff with accurately coding and reporting of expenses

• Assist OD with human resources tasks

• Coordinate staff retreat and other all staff and office events

• Set up regular all-staff meetings and take minutes

• Code and process bills and reimbursement requests

• Process bank deposits

• Organize and facilitate new hire orientations

• Orient and instruct employees and interns on office tools and policies

• Anticipate needs and manage office supplies, organize and straighten the office as needed

• Monitor and assist OD in reporting to charity rating sites

• Disaster preparedness preparation for office

• Vendor management

• Other duties as assigned

Assistant to the Executive Director

• Assist the ED with communications (telephone, mail, fax, email), providing timely, engaging interactions with board members, major donors, foundation and corporate representatives, and senior executives in the private and non-profit sectors;

• Serve as the organizational liaison between Immigration Equality and its Board

• Coordinate the logistics, materials, and communications for all Board and Board Committee meetings

• Coordinate and process expense approvals

• Coordinate projects of the management team and work closely with senior managers to ensure communication and resource flow

• Assist the ED with scheduling; maintain correspondence with donors, law firms, corporate prospects and general outreach in a timely and professional manner

• Book and handle all travel arrangements for the ED, speaking engagements including interactions with host organizations/companies, check voicemail and prep materials for meetings

Cross Departmental

• Perform related administrative and clerical duties for the ED and Operations Department including, but not limited to: manage a heavy load of communications (telephone, mail, fax, email), arranging conference calls, photocopying, faxing, filing, record keeping and organizing briefing materials

• Provide overall coordination for the ED and OD’s calendars, ensuring the time of the ED and OD are maximized and operating in line with priorities. Schedule meetings, manage requests, and additional administrative tasks

• Provide occasional assistance outside the normal schedule to accommodate and support the office

Qualifications

• Bilingual Spanish REQUIRED
• College degree preferred not required
• Expert in MS Office software, Word, Outlook and Excel
• Experience with Salesforce
• Understanding of databases and experience with system customization
• Excellent interpersonal skills and ability to collaborate with others at all levels
• Extremely organized, attentive, detail oriented
• Active and quick learner and patient listener
• A willingness to perform administrative tasks with enthusiasm and attention to detail
• Ability to prioritize work and multi-task in a fast-paced environment

Environment

Immigration Equality is an affirmative action employer: immigrants, transgender people, and people of color are strongly encouraged to apply. Immigration Equality is a progressive organization committed to an open plan office. Applicants must demonstrate the ability to collaborate within a diverse and inclusive environment.

Immigration Equality is a mission-driven organization full of smart, dedicated people. If you want to work at the cutting edge of the two most potent civil rights issues of our time, and do it with terrific colleagues in a fast-paced, nimble organization that seeks results, this is the place for you.

Submit a detailed cover letter explaining why this job would be a wonderful fit for you and resume with Office and Executive Assistant in the subject line to jobs@immigrationequality.org