Job Description
 
Title:  Administrative Assistant
 
Reports To:  Office Manager
 
Location:  Cambridge, MA
 
Classification:  Full time, salaried (exempt)
   
Overall Responsibility
The Administrative Assistant’s primary role is to provide support to the Executive Director and other RefugePoint headquarters staff, including coordinating schedules, calendars, and travel logistics.  The Administrative Assistant also works closely with the Office Manager and other staff to ensure smooth functioning of the RefugePoint headquarters office.   
 
 
Primary Areas of Responsibility
 

1. Executive Support

• Provide primary administrative support to the Executive Director;
• Coordinate Executive Director’s schedule, calendar, and travel arrangements;
• Organize and prioritize large volumes of information and calls, inputs and updates contact information as needed;
• Ensure Executive Director is well informed of upcoming commitments and responsibilities;
• Follow-up with relevant staff to ensure appropriate briefing material is completed in anticipation of all events;
• Establish, develop, maintain and update filing system for the Executive Director
• Undertake other administrative tasks as delegated by the Executive Director or Office Manager;

 

2. Administrative Support

• Work closely with all headquarters staff to provide general administrative support (calendars, travel arrangements, etc…);
• Handle routine telephone and mail correspondence, including reception of incoming calls, opening and forwarding mail to appropriate recipients. Screen and respond to general inquiries submitted by email or over the agency website;
• Assist in coordinating external events, including fundraisers, Board of Directors meetings, and other speaking engagements;
• Draft written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information;
• Take notes during staff meetings, Board of Directors’ meetings, and other external meetings as needed;
• Occasionally travel with senior staff to provide support during events.

 

3. Other duties as assigned.

 
 
Qualifications:

• Bachelor’s Degree in related field preferred or at least one year experience as an Administrative Assistant;
• Experience working in a non-profit preferred;
• Must be confident in communicating with senior level staff in an organization;
• Must be able to work independently and proactively;
• Demonstrated strong writing and editing skills, including occasionally drafting materials for external publication;
• Knowledge of and/or experience working in the refugee field a plus but not required;
• Experience posting professional and engaging messages on social media.
• Must be tech savvy;
• Must be comfortable working in a Mac environment and strong experience with MS Word, Excel, and PowerPoint;
• Ability to travel, including possible international travel;
• Must be able to maintain confidentiality and handle sensitive information discreetly;
• Must be professional, personable, and able to maintain positive working relationships with all stakeholders.

 
 
This position will remain open until filled, though we plan to begin short listing on April 15, 2015.