EXECUTIVE ASSISTANT

Organizational Description:

Journey's End Refugee Services, Inc. is an equal opportunity employer and seeks to employ the best-qualified personnel without regard to race, religion, color, national origin, citizenship, age, sex, gender identity, marital status, or any other reason prohibited by law. 

Journey’s End Refugee Services, Inc. is a refugee resettlement and immigration services provider for the Western New York Region. Journey’s End works to assist newly arriving refugees to find gainful employment and avoid dependency on social services. 

TITLE: EXECUTIVE ASSISTANT

Supervisor:                 CHIEF EXECUTIVE OFFICER

Status:                        30 HOURS PER WEEK, non-exempt, professional starting at $17- $19.50 per hour

***Benefits include health, dental, and vision insurance, paid holidays, paid lunch breaks, flexible schedule, 403b retirement plan, life insurance, EAP, parental leave, and up to four (4) weeks of paid time off within the first year of hire.

Job Description

The Executive Assistant mainly supports the Chief Executive Officer and the Board of Directors with administrative duties. The Executive Assistant should have a working knowledge of the daily operations of agency leadership. This is an essential position that supports the entire agency. Work requires independent judgment and initiative on assignments that are time sensitive in nature. This role will include frequent communication and interaction with executive-level personnel, Directors, and external collaborators and contacts to assist with departmental objectives. The ideal candidate will have previous experience as an Executive Assistant, career goals that match this job description, be self-directed, and able to work in a team environment.

The Executive Assistant must exemplify Journey’s End’s core values in their work. These values include intercultural responsiveness, integrity, person-centered, empowerment, and exemplary service.

Job Responsibilities

Administrative support duties for Chief Executive Officer:

  • Meeting arrangements including setting up meeting room and technology, refreshments, and maintaining electronic calendar events

  • Scribe meeting notes and communicate action items with deadlines effectively

  • Prepare reports

  • Travel arrangements

  • Other duties as assigned

Administrative support duties for Board of Directors:

  • Distribute monthly board materials

  • Communicate with board members via email, telephone, or in-person as needed to share information, calendar meetings, and/or assist in problem-solving.

  • Assist nominating/governance committee with board candidate outreach.

  • Coordinate all arrangements for annual board retreat

  • Help coordinate all arrangements for annual off-site board/staff retreat

  • Maintain records for annual board binder

  • Other duties as assigned

Other duties:

  • Coordinate and execute office supply orders on a regular basis

  • Process incoming US mail; log checks and invoices and distribute to Finance department

  • Work closely with staff on insurance certificates and updates including but not limited to liability insurance, D&O insurance, professional liability insurances, and cleaning company

  • Notify major TV networks of office closure due to inclement weather

  • Work closely with Admin staff on agency events

Qualifications

  • Previous experience as an Executive Assistant is highly desirable. So too are career goals that match this job description

  • Ability to manage multiple assignments, set priorities, and adapt to changing conditions

  • Be a results-driven achiever with excellent organizational skills

  • Must be an exceptional listener and communicator who effectively conveys information verbally and in writing

  • Ability to show and demonstrate on a consistent basis initiative, professionalism, poise and flexibility and work within an environment of frequent interruptions, conflicting priorities, and varying workloads

  • Ability to observe strict confidentiality in all aspects of services provided

  • Proficiency with Microsoft Office required

To Apply:

Send resume, cover letter, and three references to jobs@jersbuffalo.org

Please include job title in subject of email.

Please include phone and email contact in the cover letter.