Posted on September 29, 2009

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Administrative Assistant

REPORTS TO: Executive Director, Cordoba Initiative (CI), and Executive Director, American Society for Muslim Advancement (ASMA)

SUMMARY: A dynamic, global NGO working to improve Muslim World-West relations and its sister organization, a vibrant NY-based organization dedicated to elevating the discourse on Islam in the United States, are searching for an enthusiastic, committed, and competent administrative assistant. This individual will provide administrative and logistical support to the Executive Directors, as well as manage a diverse and exciting office environment. The unique nature of the organizations will afford the administrative assistant an opportunity to interface with diplomats, renowned journalists, civil society leaders, and government officials in both non-Muslim and Muslim-majority countries. This is a position for a skilled organizer who will provide the management and administrative systems needed to support two busy executives and a lively office. The right person will be a problem-solver and team player with an appetite for a high energy and entrepreneurial work environment with exceedingly high expectations.

RESPONSIBILITIES:

PRINCIPAL DUTIES: Under the direction and supervision of the Executive Director(s), handles the following responsibilities for CI and ASMA:

General Support:

• Create an environment of professionalism, warmth, and confidentiality.
• Serve as a communication liaison between the Executive Directors and external constituencies.

Calendar and Administrative Support:

• Manage the Executive Directors' complex calendar, schedule, and address book.
• Maintains calendar of key deadlines to ensure that the office is compliant with its corporate obligations.
• Sort and screen the Executive Directors' incoming information (correspondence, e-mail, and phone calls).
• Set up and maintain all systems in Executive Directors' office, including filing systems (paper, e-mail, and online) in an orderly, timely, and confidential manner.
• Provide administrative support, including mailing, faxing, copying, preparing documents, conducting various research projects, and creating PowerPoint presentations.
• Work closely with the development/fundraising team to research and facilitate the Executive Directors' acknowledgement of gifts and collaborate to prepare the Executive Director(s) for related meetings and events; track Executive Directors' relationship with donors and prospects.
• Serve with other staff in answering telephones, greeting visitors, and maintaining overall smooth office functioning. Help the Executive Director(s) with hospitality when guests visit.
• Handle travel arrangements for the Executive Directors.
• Serve as receptionist, handling all incoming telephone calls.
• Draft correspondence, advertisements, notices, flyers, newsletter items, etc.
• Coordinate process for staff recruitment and hiring.
• Process new employees to ensure completeness of paperwork, payroll, ID badges, computer and e-mail user IDs, orientation package, and general orientation/training.
• Maintain employee vacation schedule.
• Process correspondence and paperwork for corporate obligations to ensure corporate compliance.
• Maintain accounting files.
• Liaise with office Accountant to ensure timely submission of all relevant data and documents for accounting.
• Maintain log of bank transactions and handles bank deposits.
• Maintain database for office contacts.

Meeting Preparation and Coordination:

• Proactively prepare the Executive Director(s) for all meetings, including assembling the papers and reports needed; arrange and confirm appointments, meetings, and travel.
• Orchestrate Executive Directors' meetings both internal and external (including Board, program staff, all staff, and other external meetings). Track and draft agendas and coordinate meeting follow up and action items. Ensure next steps are communicated and implemented.
• Coordinate logistics for Board meetings including securing meeting space and equipment needs, coordinating special speakers, catering, copying, purchasing materials, setting up and breaking down meeting space.
• Execute logistic details associated with speaking engagements and special events.

Administrative and Communications Support:

• Prepare internal and external memos and correspondence on behalf of the Executive Director(s).
• Proofread and revise various documents and correspondence at the Executive Directors' request.

OFFICE MANAGEMENT:

• Maintain inventory of supplies; orders, and regulates office supplies.
• Maintain service contracts for office equipment.
• Liaise with I.T. vendor to ensure in-house support and manage basic duties.
• Manage office systems e.g. photocoping machines, phones, fax, scanning, postage meter, etc.

QUALIFICATIONS:

General:

• Curiosity and eagerness to continue learning new skills and growing professionally; take an optimistic approach to new challenges.
• Represent ASMA/CI's ideals and values of leadership, inclusion across lines of diversity, and religion as a resource for change.
• Efficient and persistent; meticulous attention to detail.

Communication/Collaboration Skills:

• Superb people skills and the ability to relate in a warm and professional manner to a wide range of diverse constituencies, including: Board members, donors, members of the press, corporate leaders, consultants, and other staff.
• Excellent communication skills, ability to write and speak in an effective and compelling manner.
• Strong ability to work collaboratively with other employees with a wide range of abilities and styles in a diverse community; ability to foster and maintain a spirit of unity, teamwork and cooperation.
• Knowledge of protocol for dealing and communicating with high level and international private, corporate, and government representatives.

Organizational Skills:

• Ability to work independently, to track and manage multiple projects simultaneously and to meet deadlines. Ability to work under pressure with diplomacy and professionalism.
• Excellent calendar management skills, including the coordination of complex executive meetings, using up-to-date technology.
• Familiarity working with organizational budgets.

Computer Skills:

• Sophisticated user of software, technology, and online resources including advanced knowledge Word, Excel, Outlook, PowerPoint, social networking sites, project management software and databases.
• Strong computer skills with the ability to produce accurate documents in a well-designed and attractive format.

Confidentiality:

• Excellent judgment and diplomacy, strategic thinking.
• Ability to exercise complete discretion when working with confidential and sensitive information.

EDUCATION and/or EXPERIENCE:

• Bachelor's degree (B.A.) from four-year college or university. Three to five years related experience in nonprofit setting; or equivalent combination of education and experience.

The American Society for Muslim Advancement (ASMA), CI's sister organization, is a New York-based nonprofit organization created to elevate the discourse on Islam and foster environments in which Muslims thrive. We are dedicated to strengthening an authentic expression of Islam based on cultural and religious harmony through interfaith collaboration, youth and women's empowerment, and arts and cultural exchange. Find out more about ASMA at www.asmasociety.org.

To Apply: Interested applicants should send a letter of interest and resume to:

Ms. Courtney Erwin
Cordoba Initiative
E-mail: ce@cordobainitiative.org

Find out more by visiting the organization's web site»

Job Type: Administration
Organization Type: Nonprofit Organizations