Welcoming America endeavors to build a movement of welcoming communities that will transform our country. This is an exciting and ambitious task, and we seek team members who are entrepreneurial, hardworking, kind, and determined to build a better world by bringing people together.
Welcoming America offers outstanding benefits, competitive compensation, and the opportunity to be part of a unique organization that is creating new pathways to change. Please check back here to see available openings through the year.
Status: Full-time, non-exempt
Reports to: Chief Financial Officer
Salary floor: $45,000
Supervisory Responsibilities: Intern (when available)
Last updated: April 12, 2021
Application deadline: May 10, 2021
Description: The specialist plays a critical role by owning a diverse array of projects that support the back-bone of the organization. Welcoming America leads a movement of inclusive communities becoming more prosperous by making everyone feel like they belong. We believe that all people, including immigrants, are valued contributors and vital to the success of our communities and shared future.
By managing the various touch points between the Executive Leadership, the Board and other external contacts, this position serves as an effective supporter, messenger, team player, and cheerleader for the organization. Owning a diverse array of projects that support the back-bone of the organization wide-range of responsibilities.
On any given day, this role will manage the workflow of executive functions including but not limited to communications, special projects, and other administrative duties across the organization.
- Adept at creative problem solving
- Strong communication skills
- Ability to independently prioritize and execute tasks
- Efficient work method
- Strong project management skills
- Ability to work effectively across teams
- Ability to manage expectations with external partner
Executive Projects (50%)
- Scheduling coordination for the Executive Director
- Ensure the success of board member preparation and meetings including but not limited to owning the formation of the board book, scheduling of board meetings and committee meetings, board communications and other duties as assigned.
- Creating and implementing systems for managing knowledge and data, from note-taking to databases of relationships and contacts
- Identifying and building solutions to working more efficiently and effectively across the organization
Project coordination (30%)
- Play a critical role in building and maintaining external partner relationships --including relationships with federal agencies, advocates, and others -- by scheduling and note-taking for partnership conversations, and compiling and disseminating pre and post meeting materials.
- Support strategy setting through coordination of the strategic planning process including scheduling internal and external strategic planning meetings, note-taking, collection of relevant materials.
- Play a role in special events and special projects coordination, as needed.
Accounting support (10%)
- Support accounts payable and account receivable process including but not limited to support for the annual financial audit process
- Support for expense management
Office management support (5%)
- Coordination of inventories for office supplies and printed materials
Tech Support (5%)
- Serving as host tech support for Board Calls (full board and committee calls), staff meetings, and other digital convenings as needed
- Strong written and oral communication skills
- Highly organized, detailed oriented individual contributor
- Demonstrated knowledge of Google Suite Applications.
- Demonstrated knowledge of Zoom
Desired Skills and Knowledge
- Highly motivated, fast learner who is a self-starter
- Prior administrative work experience, especially time supporting an Executive or team of executives including a nonprofit Board of Directors is a plus but not required
- Interest in immigration, refugees, inclusion, equity, and/or community building is strongly preferred.
- Experience in finance and or nonprofit management
- Strong info-tech experience
Welcoming America is composed of a small but dynamic team that values collaboration, empathy, and a willingness to pitch in and find solutions. Candidates who have these attributes, as well as those listed below, are best positioned to be successful:
- Passionate about building trusting and mutually beneficial relationships
- Gets excited about opportunities to be creative and leverage the knowledge of others
- A genuine believer in doing things together to produce better results
- Ability to seek or extract information to fill information gaps
- Proactive, organized, deadline and detail oriented, with a certain level of flexibility and adaptability to evolving circumstances
- Motivated to learn new tools and strategies, and strengthen skills through professional
Candidates of all backgrounds will be considered.
Shortlisted candidates will be required to complete a brief writing test that may include scenarios requiring they make recommendations for communicating deadlines, actions items and other messages to internal and external audiences.
Due to the pandemic, candidates must be able to work remotely, with access to a reliable internet connection. A laptop will be provided. Atlanta-based preferred, but may be based anywhere in the U.S. within Eastern time zone. Vaccination is highly encouraged if and when possible before returning to in person office setting and 1-2 trips per year may be required.
How to Apply
Submit a resume and cover letter to [email protected] with the subject line “administrative specialist Application” by May 10, 2021.
Welcoming America is an EEO/AA/Individuals with Disabilities/Veteran Employer. Immigrants and people of color are strongly encouraged to apply.