Executive Assistant

 
THE ORGANIZATION 

The Florence Project was founded in 1989 to respond to a representation crisis for indigent non-citizens detained at the rural Immigration and Customs Enforcement (ICE) Detention Center in Florence, Arizona. Through our programs today, we provide services to the more than 10,000 men, women, and children detained in Eloy, Florence, Phoenix, and Tucson, Arizona on any given day. The Florence Project is nationally known for its legal and social services that ensure that detained people are empowered and have access to justice. The Florence Project provides high quality legal services and supports initiatives for national changes in immigration law and policy. 
 
POSITION DESCRIPTION: EXECUTIVE ASSISTANT 

The Florence Project is hiring an Executive Assistant to provide executive support to the Executive Director and Senior Management Team.  This key role will act as the liaison with the Board of Directors and Senior Management Team; organize and coordinate external relations efforts and Board and Committee meetings; and oversee special projects as assigned by Executive Director.  This position will also manage meeting correspondence and will assist the management team in meeting schedules and distributing agendas. This position will also provide support to the Executive Director in managing key donor relationships, conducting foundation research, assisting with meeting and presentation preparation, and complete data and administrative tasks. This is a wonderful opportunity for someone who is interested in learning about or knowledgeable about non-profit management, and is committed to social justice. This position reports directly to the Executive Director. 
 
This position is based in Tucson, with occasional travel to Phoenix and Florence, AZ. 
 
Responsibilities Include: 

Executive Support 
  • Complete a broad variety of administrative tasks for the Executive Director including but not limited to: managing calendar appointments for the organization and Executive Director, completing expense reports; composing and preparing correspondence; arranging travel plans, itineraries, and agendas; and compiling documents for meetings; 
  • Maintain an extensive filing system for correspondence, business matters, and other related data to support Executive Director; 
  • Communicate directly with and on behalf of the Executive Director, with Board members, donors, staff, and others as requested; 
  • Provide a bridge for smooth communication between the Executive Director's office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff; 
  • Maintain the organizational calendar to ensure all meetings and events are communicated to staff as appropriate; 
  • Work closely and effectively with the Executive Director to keep her well informed of upcoming commitments and responsibilities, following up appropriately; 
  • Provide leadership to build relationships crucial to the success of the organization and manage a variety of special projects for the Executive Director, some of which may have organizational impact; 
  • Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, correspondence, and other tasks that facilitate the Executive Director abilities to effectively lead the organization and raise funds for the organization; 
  • Assist with research on various topics related to non-profit management and programmatic areas; prepare briefing papers and presentations as needed; 
  • Prioritize conflicting needs; handle matters expeditiously and proactively, and follow through on projects to successful completion, often with deadline pressures. 
 
Board Support and Liaison 
  • Provide meeting support including meeting with the Executive Director to plan the Board meeting and prepare documents for the meeting.  Meeting support may include securing meeting locations, arranging for meals as needed, and taking minutes of meetings; 
  • Adhere to compliance with applicable rules and regulations set in bylaws regarding Board and Board Committee matters, including advance distribution of materials before meetings in electronic/paper format; 
  • Maintain discretion and confidentiality in relationships with all Board members; 
  • Prepare Board orientation and maintain lists of Board members, including offices and committees held; 
 
Support of Senior Management Team 
  • Participate as an adjunct member of the Management Team including assisting in scheduling meetings and distributing agendas and taking meeting minutes; 
  • Provide general support to Management Team members as requested including correspondence, RSVPs, scheduling travel, and event and meeting support; 
  • Securing quarterly All Staff Meeting locations and coordination of agenda, per Executive Director instructions. 

Fundraising Support 
  • Assist the Executive Director in the editing, background research, and submission of grants as assigned; 
  • Assist with research to prepare for donor visits, with support from the Development Department; 
  • Assist with Development Department administrative duties as time allows, including data entry and preparing mailings. 
 
Other duties as assigned. 
 
QUALIFICATIONS 

  • The applicant must understand the trustworthy nature needed to effectively support the Executive Director. Work experience in proving executive level support preferred;
  • Have a strong desire to learn the full scope and big picture of not for profit workings from a management level;
  • Have strong skills in customer service, problem solving, conflict resolution, decision making, team building, time management, self-motivational skills, and emotional maturity skills;
  • Have a proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of responsiveness;
  • Have demonstrated ability to tactfully handle stressful situations, negotiate and resolve conflicts, maintain confidentiality, and to respect and observe organizational protocol;
  • Have demonstrated ability to establish and maintain effective working relationships with all levels of an organization and the public;
  • Have a demonstrated commitment to advocating for indigent immigrant clients in a respectful and empowering way and zealous support of the Florence Project’s mission; 
  • Be highly organized and have the ability to be an innovative thinker and work in high volume setting with limited resources. High attention to detail required; 
  • Be a hard-working team player with a sense of humor who is flexible, patient, respectful, and comfortable in a busy nonprofit setting; 
  • Expert level of written and verbal skills is a must, including writing and proofreading skills;
  • Proven computer skills with proficiency in MS Word, Excel, PowerPoint, and G Suite products, required. Experience with BoardMax database and experience with graphic design a plus;
  • Ability to travel regularly with reliable transportation, especially between offices and secondary work locations; 
  • Experience with internal and external relationship managing and experience with fundraising is preferred;
  • Fluency or advanced proficiency in Spanish is preferred;
  • Experience in using a database for tracking information and basic data entry is preferred;
  • Must be able to pass federal and state background checks.
  
SALARY AND BENEFITS 

This is a full-time, salaried non-exempt position. Starting annual salary is to be determined with level of knowledge, skills, and experience. We strive to create and uphold a positive, supportive, and inclusive work environment for all staff. We offer excellent benefits, including medical, dental, vision, and life insurance, with full premiums paid by the Florence Project. We also provide mileage reimbursement for travel between offices and places of work. After one year of employment, employees are eligible for an employer matching retirement plan. Paid time off includes one personal day each month in addition to fifteen days of vacation and twelve days of sick/medical leave annually, six weeks of parental leave (up to twelve weeks total, with option to use personal, vacation, and sick paid time off for unpaid portion), and bereavement leave, in addition to observing all federal holidays. After three years of employment, employees are eligible for an eight-week paid sabbatical. 
 
APPLICATION PROCESS 

To apply, please complete the application below, upload your a  letter of interest detailing your interest in the position, resume with three professional references and writing sample.
 
Applications will be considered on a rolling basis, so applicants are encouraged to apply as soon as possible. Only applicants selected for an interview will be contacted. The Florence Project values diversity in the workplace and strongly encourages applications from people of color, LGBTQ individuals, individuals with disabilities, and members of under-represented communities. 
 
This job announcement is for informational purposes only, and is subject to change and modification without notice. This job announcement includes a non-exhaustive list of responsibilities, qualifications and requirements of the position, but does not include the essential job functions of the position. 
 
 
               

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