Executive Assistant Project Coordinator

The Executive Project Coordinator will provide high-level executive support to the Executive Team with particular emphasis on scheduling, management of administrative tasks, planning, and project coordination on special projects and/or initiatives. Will provide backup support to the broader Leadership Team, and play a key role in promoting a sustainable, professional, organized, and collaborative atmosphere.

Will be an innovative self-starter, who takes initiative and drives projects and tasks to completion; thrives in a fast-paced environment, demonstrates extremely strong time management, and can work both independently with minimal supervision and collaboratively as part of a team, exercising extreme discretion as they will handle confidential information and manage highly sensitive internal and external communications, demonstrate good judgment, be adaptive, flexible, and highly trustworthy.

Duties and responsibilities:

Administration

• Provide extensive and effective scheduling management of the Executive Director’s calendar and appointments, ensuring a clear purpose and strategic use of their time. This includes driving the coordination of appointments and meetings to support key areas of work the ED is engaged in.
• Serve as a liaison between the Executive team and external contacts. This includes receiving and screening the ED’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
• Manages key logistical support, including booking travel accommodations, document editing and printing, processing and submitting expense reimbursements, and approval requests for the Executive team.
• Keep the Executive team advised of time-sensitive and priority issues and requests for approvals, ensuring appropriate follow-up and/or delegation.
• Schedules and plans broader organizational meetings (internal and external) with the Executive team and respective program director(s). This includes compiling and organizing relevant background materials, preparing agendas, capturing notes, budgeting, and monitoring follow-up activities.
• Coordinate work with other FLIC & FV staff as needed.
• Maintain paper and electronic filing systems.
• Maintain confidential and sensitive information.
• Attend meetings and take notes of discussions; prepare the initial draft of minutes and summaries, as requested by the Executive team.

Events and Project Coordination

• Complete a variety of special projects for the Executive Team, including creating presentations, special reports, budgets, and agenda material as needed.
• Assist in Project Management activities and processes including project planning, intake, prioritization, initiation, execution, and training; as well as in fostering collaboration among relevant team members.
• Coordinates with the administrative team to support logistics for specific FLIC/FLIC Votes meetings, conferences, workshops, and presentations.
• Coordinates cross-department project tasks and approvals.
• Works closely and professionally with the relevant allies, partners, consultants, and units across the organization’s ecosystem to coordinate FLIC/FLIC Votes meetings and/or events.

Writing and Communications

• Drafts and formats letters and emails as appropriate for general and routine correspondence; including potentially confidential information, both internally and externally.
• Prepares travel or meeting-related documents, briefings, reports, itineraries, etc.
• Develop and implement initiatives to advance the team’s goals.
• Responsible for note-taking, research, filing, copying, mailing, and material preparation, as needed.
• Pays special attention to detail in all written communications.
• Performs other duties as assigned.

Qualifications

• Minimum of 2 years experience managing calendars for senior-level/executives.
• Ideally, 3 to 5 years of experience in a fast-paced non-profit environment.
• Demonstrate sound judgment, flexibility, and patience; exercise discretion in dealing with highly confidential and sensitive matters – both internally and externally.
• Familiarity with 501 (c)(3) and 501 (c) (4) organizations and compliance is a plus
• Fast learner, takes initiative, and ability to drive projects to completion.
• Excellent meeting, event planning, and logistics coordination.
• Strong PM skills - highly organized, impeccable time management skills, detail-oriented, ability to consistently meet deadlines, and move and follow up on action items.
• Ability to prioritize tasks, and work accurately under deadlines and the pressure of a fast-paced work environment.
• Familiarity with the world of social change organizing and advocacy.
• Strong writing and editing skills.
• Computer literacy is required, including MS Office Suite and G-Workspace. Familiarity with Slack, EveryAction, and Zoom video conferencing systems is a plus.
• Excellent interpersonal communication skills, diplomacy, and discretion.
• Team player with the capacity to be resourceful and flexible.
• Must have their vehicle and be willing to drive.
• Must be available to work with a flexible schedule, including weekends or evenings, and be able to travel locally and statewide.
• Commitment to advancing immigrant justice.
• Proficiency in Creole or Spanish is desirable.