Executive Assistant

Los Angeles, CA

Description

In order to increase access to justice for people facing immigration court, ImmDef is currently hiring additional legal and administrative staff.

The Immigrant Defenders Law Center (“ImmDef”) is a next-generation, social justice law firm that provides high-quality representation and legal services to immigrants in Southern California. ImmDef was founded with the belief that no immigrant should be forced to go into court alone and our universal representation programs for children and adults are a first step towards that goal. Learn more about us at www.immdef.org.

Reporting directly to Executive Director, the Executive Assistant (EA) provides executive support and assistance on matters pertaining to the Executive Director. The EA also serves as a liaison to the Board of Directors, assists with development projects, coordinates executive outreach and external relations efforts and oversees special projects. The EA must enjoy working within a mission driven environment that is goal oriented. The ideal individual will have strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a balance among multiple priorities in a fast-paced environment. The EA will have the ability to work (both independently and under close supervision) on projects from conception to completion, and must be able to handle a wide variety of activities and confidential matters with discretion. 

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

  • Executive Support

    • Support administrative needs of the Executive Director (ED) including managing an active calendar of appointments; completing expense reports; composing and preparing correspondence and other written communication including social media copy;

    • Preparing for meetings including written preparation, research, room setup, coordinating refreshments;

    • Communicates directly and on behalf of the ED with board members, staff, and other stakeholders on matters related to ED’s programmatic or personnel initiatives;

    • Researches, prioritizes, and follows up on issues and concerns addressed to the ED, including those of a sensitive or confidential nature;

    • Manages a variety of special projects for the ED;

    • Successfully completes work that helps facilitate the ED’s ability to effectively lead a dynamic and growing organization;

    • Prioritizes competing needs, handles matters expeditiously and proactively, and follows through on projects to successful completion often with deadline pressures;

    • Follows up on contacts made by the ED and supports the cultivation of ongoing stakeholder relationships;

    • Ability and willingness to be flexible on schedule and hours to allow for attendance at occasional weekend and/or evening events as needed.

  • Board Support and Liaison

    • Serves as the ED’s administrative liaison to Board of Directors (BOD);

    • Organizes and prepares for BOD meetings, including assisting with the preparation of the ED’s report;

    • Maintains files of BOD meeting materials;

    • Attends BOD meetings and takes minutes;

    • Exercises discretion and maintains confidentiality in relationships with all board members;

    • Complies with all applicable rules and regulations set in bylaws regarding board matters.

 

Competencies

  • Strong organizational skills;

  • Excellent interpersonal skills and the ability to build relationships with staff, board members, and external partners;

  • Strong written and verbal communication skills;

  • Demonstrated proactive approaches to problem solving;

  • Highly resourceful team player, with the ability to also excel independently;

  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of constituent service and response;

  • Eagerness to cultivate positive relationships with a large variety of ImmDef stakeholders including donors, clients, partner organizations and the media;

  • Enthusiasm for taking on a variety of tasks that move forward ImmDef’s mission.

 

Required Education and Experience

  • 3-5 years’ experience supporting executive staff, preferably in a mission-driven environment

  • Proficient in Microsoft Office

  • Demonstrated ability to take initiative and work under pressure

  • Enthusiasm for working at a progressive, start-up organization

  • Passion for social justice for immigrants required

  • DACA recipients are strongly encouraged to apply

 

Preferred Education and Experience

  • Bachelor's degree preferred

  • Bilingual, English/Spanish strongly preferred

 

Supervisory Responsibility
This position has no supervisory responsibilities.

Classification and Work Schedule
This is a full-time, non-exempt position. Work schedule is Monday through Friday, 9 a.m. to 5:30 p.m. with flexibility required based on the needs of the organization.

 

Work Environment and Physical Demands

This job operates in a professional office environment. This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.

Travel
No overnight travel is expected for this position. There may be occasional local day travel.

Other Duties
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of this position. Duties, responsibilities and activities may change depending on the needs of the organization.

Salary and Benefits

Salary

  • $18 - $23 DOE

Holidays and Paid Time Off

  • 12 paid holidays 

  • 1-Week paid winter break between Christmas and New Years

  • 15 vacation days per year

  • 12 Sick Days per year

 

Health, Dental and Vision Insurance

  • ImmDef offers a number of health plans that are 100% paid plans for staff starting on the 1st of the month following 30 days of employment.

  • Additionally, we pay 75% of the premiums for select plans for immediate family members, including registered domestic partners.

 

FSA and Dependent Care FSA

  • ImmDef offers FSA plans to help offset the costs of eligible health care expenses for you, your spouse, and your eligible dependents using pre-tax dollars

  • We also offer Dependent Care FSA to pay for eligible dependent care services, such as preschool, summer day camp, before or after school programs, and child or adult daycare.

 

401(k) Retirement Savings Plan

  • ImmDef staff are eligible to enroll in our 401(k) plans immediately upon hire, contributing pre-tax dollars towards their retirement goals

  • After six months on staff, ImmDef will match 100% of contributions up to 3%

  • Funds are vested immediately!

 

Public Service Loan Forgiveness

  • As a 501(c)3, qualified ImmDef staff are eligible for Public Service Loan Forgiveness

Parking and Travel Stipend

  • ImmDef Staff commuting into our DTLA office are eligible for reimbursement of parking or public transit costs up to $90 per month.

 

 

HOW TO APPLY

Email resume, cover letter, and at least two references to administrativejobs@immdef.org. Please write LASTNAME_firstname_Executive Assistant Application in the subject line. Only those applicants selected for interviews will be contacted. No phone calls please.

ImmDef believes in second chances. As an organization, we will rely on individualized assessments in the hiring of those with past criminal convictions. We encourage all qualified applicants to apply for a position fighting for our immigrant communities!

 

Immigrant Defenders Law Center is an Equal Opportunity Employer.

© ImmDef 2017

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