Executive Assistant

Employment Type: Full-time 30-40 hours/week

Exempt/Non-Exempt: non-exempt

Reports to: Executive Director

Job Summary: THRIVE Center for Survivors of Torture is looking for an experienced, organized, and detail-oriented individual to support executive and leadership staff in administrative, financial, technical, and programmatic duties. This role serves as the right hand to the Executive Director, playing a vital role in the smooth operation and long-term impact of the organization. This is a dynamic position which requires strong attention to detail, excellent communication skills, a great sense of initiative for accomplishing work that needs to be done, and the ability to manage multiple deadlines in many different areas. The position requires someone who can skillfully prioritize competing demands and anticipate needs. The Executive Assistant must be creative and enjoy working within an environment that is mission-driven, results-driven, and community-oriented

Job Responsibilities

Operations (40%)

• Upload invoices for expenses and revenue to online billing system and deposit checks
• Track budgets and allocate expenses to the appropriate funder
• Assist with Medicaid eligibility and billing
• Organize initiatives and gatherings to improve staff connection and morale
• Recruit, screen, orient, and coordinate a small pool of volunteers
• Seek out and maintain community contacts with other agencies, media, professional groups, community partners, etc.
• Participate and attend outreach events for various community stakeholders, representing the organization
• Assist with the design of materials such as brochures, flyers, videos, annual report, etc.
• Oversee office operations including supplies, equipment, and vendor relationships
• Serve as the first point of contact for visitors, calls, and inquiries
• Support board meetings by preparing materials, taking minutes, and handling logistics.
• Assist with quality control for database entries as well as tracking employee and client metrics
• Provide support to the program team as needed

 Events and Marketing (25%)

• Coordinate and execute all special events for donors, clients, and community members
• Continue current events and create new events to garner new supporters, create community, recruit volunteers, and raise awareness of our mission
• Assist with communications for media, clients, volunteers, donors, newsletter and social media followers
• Create, share, and update social media, newsletter, and website content regularly and develop strategies to increase followers and subscriptions

Development (30%)

• Assist with Identifying, cultivating, and soliciting current and prospective donors, partners, and sponsors
• Research grant and sponsorship opportunities and support and assist with grant writing and reporting efforts.
• Manage donor database and report progress monthly to Executive Director

Other Duties (5%)

• Participate in other department and organization-wide activities, meetings and trainings. Complete administrative responsibilities. Perform other duties as assigned

Qualifications:

Required education, experience, certificates, licenses or registrations

• Bachelor’s degree in business, communications, public relations or related field, or relevant work history equivalent
• Experience in grant or proposal writing, public speaking, and events management

Preferred education, experience, certificates, licenses or registrations

• Valid driver’s license, access to an automobile, insurance, and willingness to drive to off-site locations
• Five years’ experience in fundraising, marketing, sales, business, public relations, annual, corporate or foundation giving

Competencies (Knowledge, Skills and Abilities)

• Experience, comfort, and sensitivity working in multi-cultural environment is required
• An interest in issues of immigrant communities, political torture, severe war trauma, social justice, and human rights issues
• Excellent interpersonal skills, including good written and verbal communication skills, listening skills, coachable, and ability to work with diverse groups
• Experience with CRM, Salesforce preferred
• Must maintain confidentiality and HIPAA standards, recognize appropriate boundaries, and cope with emotionally stressful situations
• Ability to manage multiple projects simultaneously and collaboratively with attention to details and ability to prioritize tasks to meet deadlines
• Flexibility to adapt to changing program requirements and political climate
• Intermediate proficiency in Microsoft Office suite (Outlook, Word and Excel) and Google Apps
• Must pass background check

Supervisory Responsibilities

• No supervisory responsibilities

Work Environment 

• Services are provided on-site at THRIVE offices. Hybrid schedule is up to 5 hours per week for administrative tasks from home. Additional time away from office is likely, including outreach events
• Time spent on the computer is approximately 75%

Physical Demands: While performing the duties of this job, the employee is regularly required to talk and hear. The employee frequently is required to sit; stand; walk; use hands to finger, handle or feel; and reach with hands and arms. This position requires the ability to occasionally lift office products and supplies, of up to 10 pounds.

Travel: A valid driver’s license and insurance is required, and you may need to transport clients occasionally

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Responsibilities described above are not a comprehensive list and additional tasks may be assigned to the employee from time to time as necessitated by organization needs

To Apply: 

Send a resume and cover letter to THRIVE’s executive director at Heidi.justice@thrivesot.org. Position is open until filled.