Executive Assistant

Political Asylum Immigration Representation Project • Full-time • Boston, MA, US • $60k - $67k / year • 8h ago

The Political Asylum/Immigration Representation Project is the leading provider of pro bono legal representation to low-income asylum-seekers and immigrants unjustly detained in Massachusetts.

Job Title: Executive Assistant

Reports To: Executive Director

Position Status: Full-time; Non-Exempt

Position Description

As a contributing staff member of PAIR, the Executive Assistant will support the overarching mission of the organization and help PAIR to achieve its goal of ensuring that PAIR clients receive high quality legal representation as they seek political asylum and other related forms of humanitarian relief in the United States. The Executive Assistant is a confidential employee who supports the Executive Director and works closely with the Executive team. The position requires strong organizational and communication skills and computer proficiency. This role is essential to the operations of PAIR’s internal systems, policies, processes, staff initiatives, board relations, and organizational logistics. The position is a hybrid work model of both remote work as well as work in the office (2 days/week), which includes on site at partnering stakeholder’s place of business (such a community partner or vendor site) when necessary.

The Executive Assistant will work under the supervision and direction of the PAIR Executive Director and support the Executive team (Deputy Director/Legal Director, Development Director, Finance and Operations Director) to conduct the following activities:

Provide administration support to the Executive Director, including managing office calendars, assisting with communications, preparing organization-wide materials and materials for quarterly board meetings
Manage Executive Director’s work-related tasks, including managing the executive calendar, scheduling appointments, and supporting Executive Director’s professional expenses
Handle day-to-day administrative functions, tasks, and assignments
Compose and prepare confidential correspondence, facilitating the flow of information for the Executive Director within the office, and helping Executive Director to troubleshoot office-related issues
Assist and act in a confidential capacity to the Executive Director, management team, and Board of Directors in connection with a variety of meetings and responsibilities, including labor relations, collective bargaining and contract administration without limitation
Participate in confidential meetings with those who are formulating, determining and effectuating management policies in preparation for and related to collective bargaining negotiations
Serve as the primary point of contact for internal and external stakeholders on all matters related to the Executive Director, including those of a highly confidential or critical nature, and prioritizing such inquiries and requests
Gather and respond to requests for confidential information concerning employees or other stakeholders
Support basic accounting, human resources, and other functions as assigned
Support the maintenance of employee files and records
Support recruitment and hiring processes, staff orientation and onboarding process, and offboarding
Support with benefits administration
Coordinate supply orders for the staff and office
Assist with audit preparation, including gathering, safeguarding, and disseminating confidential financial information as directed
Support with data entry and preparing of acknowledgement letters using donor management system
Support with income/expenses processing
Support with fundraising events and donations processing
Prepare materials, computer equipment, and set up for attorney trainings and staff meetings
Support with maintaining and coordinating aspects of PAIR’s CRM database
Serve as back-up and support to quickly handle any computer, internet, telephone, or other technology and equipment issues
Conduct research to support new initiatives and organizational improvements
Assist with special projects as needed, including but not limited to, facilitating trainings and presentations, data management, and administrative support for development, HR, finance and operations management, and other duties
Schedule and coordinate meetings for staff and Board of Directors, including communication, logistics, technology, and meeting minutes
Perform other duties as needed, including duties as part of PAIR’s overall staff or as identified by the Executive Director or Board of Directors