POSITION SUMMARY:
HIAS seeks a Special Assistant to the Chief Advancement Officer to provide administrative, logistical, event planning, team analytics and reporting support. They will work closely with the Chief Advancement Officer, the Communications and Development teams to support our organizational and team goals, ensuring smooth and positive operations.
ESSENTIAL FUNCTIONS:
- Schedules appointments and maintains a productive calendar for the Chief Advancement Officer.
- Leads scheduling of and timely communication regarding interdepartmental meetings and workshops.
- Drafts meeting agendas, organizes and/or creates meeting materials, and ensures technology is prepared and ready to ensure participation from country programs and remote staff.
- Attends critical meetings, tracking next steps and tasks through follow-up with respective individuals/departments.
- Supports invoice management, vendor coordination and procurement for the Advancement team, as well as compiling and submitting the monthly corporate credit for the Chief Advancement Officer.
- Arranges and coordinates travel for the Chief Advancement Officer, as required; submits and codes expense reports, as necessary.
- Updates and manages Advancement content on HIAS’ intranet.
- Assists in tracking, filing and organizing documents.
- Helps to coordinate larger group meetings or retreats between the Communications and Development teams as needed.
- Conducts research for the Advancement division as needed.
- Liaises between Advancement and other divisions as needed.
- Performs other duties as assigned.
QUALIFICATIONS & REQUIREMENTS:
- Relevant undergraduate degree may be helpful, however applications encouraged from those with relevant professional experience and a desire to grow in this field.
- 2-3 years of experience working in an administration role, ideally with highly confidential data, using multiple systems and reporting methods.
- Highly organized and detail-oriented; ability to work under pressure and meet multiple deadlines in a fast-paced environment.
- Demonstrated capacity to manage and maintain confidential information.
- Brings energy and ideas for continuous improvement in line with the goals of the organization and the department.
- Excellent oral and written communication skills.
- Able to quickly build strong relationships across the organization and collaborate with others in problem-solving and task completion.
- Spanish or French fluency would be an advantage, as the Special Assistant may be required to review/write translations for accuracy and communicate with colleagues where English may not be their first language.
- Although frequent travel is not anticipated, the role-holder may be required to travel between Silver Spring, New York and other locations, as necessary.
- Given the Chief Advancement Officer’s travel schedule and work location, there will be the need to attend calls and be available to work outside normal working hours (time-shifting would be expected).
- In the event of a Board meeting or urgent matter, there may be the occasional need to work weekends.
- Proven ability to work effectively with limited supervision.
- Ability to properly prioritize work and escalate issues as needed; able to complete work in a timely manner while working on simultaneous tasks.
- Demonstrated interest in Advancement matters and best practices essential.
- Interest in refugee rights, human rights or social justice would be an advantage in this role.
- Proficiency in Microsoft applications including Word, Excel, PowerPoint and Outlook; excellent research skills.
- Travel, to include travel to insecure operating environments, may be required.
EXTERNAL REPRESENTATION:
All employees are expected to represent the organization in alignment with HIAS’ mission, vision and values. Some employees of HIAS are expected to speak externally on behalf of the organization with clients, donors, affiliates, partners, etc. as part of their work-related responsibilities. Applicants for these roles acknowledge and accept the inherent risk associated with external representation of HIAS.
HIRING PROCESS:
We are committed to a fair and respectful hiring process, and we do our absolute best to respond to every applicant. We prioritize communication and transparency with all candidates, even those who are not moving forward. Here’s a snapshot of our hiring process:
Step 1: Submit your application!
Step 2: Phone screen with a HIAS recruiter.
Step 3: Video interview with the hiring manager.
Step 4: Video interview with a panel of HIAS employees.
Step 5: Online reference check with SkillSurvey.
Step 6: Offer and background check with Shield Screening or HireRight.
Step 7: Start your professional journey with HIAS!
Note: Some of our hiring processes may vary, and not all candidates will advance to each step.
ABOUT US:
Over one hundred years ago, the Jewish community founded HIAS (originally the Hebrew Immigrant Aid Society) in New York City, the immigrant gateway to America. Supporting Jews fleeing persecution and poverty in Eastern Europe, our founders were guided by the traditions, texts and history of the Jewish people—a history of oppression, displacement and diaspora. HIAS has since helped generations of Jews facing violence because of who they were, and HIAS remains committed to helping Jewish refugees anywhere in the world. Today, our clients at HIAS come from diverse faiths, ethnicities and backgrounds, as do our staff. We bring our experience, history and values to our work across five continents, ensuring that refugees today receive the vital services and opportunities they need to thrive.
HIAS is a learning community, committed to diversity and inclusion. We do our work with integrity, accountability, transparency and a commitment to the highest ethical standards. We seek employees from diverse backgrounds and life experiences to join our teams located in the United States and across the globe. People who identify as BIPOC, people with disabilities, people from the LGBTQ+ community and people with lived experiences of forced displacement or immigration are all encouraged to apply. We are committed to building a diverse workforce that reflects our vision, mission and values.
VISION:
HIAS stands for a world in which refugees find welcome, safety and opportunity.
MISSION:
Drawing on our Jewish values and history, HIAS provides vital services to refugees and asylum seekers around the world and advocates for their fundamental rights so they can rebuild their lives.
VALUES:
Welcome • Acogimiento • Hospitalité • Hachnasat Orchim
We Welcome the Stranger
Justice • Justicia • Justice • Tzedek
We Pursue Justice
Empathy • Empatía • Empathie • Chesed
We Approach our Clients with Empathy
Partnership • Compañerismo • Coopération • Chevruta
We Believe in Changing the World through Partnership
Courage • Coraje • Courage • Ometz
We Act with Courage to Build a Better World
Resilience • Resiliencia • Résilience • Ruach
We Adapt and Thrive, Continuously Demonstrating our Resilience
DIVERSITY:
HIAS is committed to a diverse and inclusive workplace. As an equal opportunity employer, all qualified applicants will be considered for employment without regard to race, color, national origin, ethnic background, ancestry, citizenship status, religious creed, age, sex, gender, sexual orientation, physical disability, mental disability, medical condition, genetic information, marital status, registered domestic partner or civil union status, familial status, pregnancy, childbirth, military status, protected veteran status, political orientation or other legally protected status.
SAFEGUARDING:
HIAS is committed to the protection of children, vulnerable adults and any other person from any harm caused directly or indirectly due to their coming into contact with HIAS.We will not tolerate sexual exploitation, abuse or any form of child abuse or neglect by our staff or associated personnel**.** Any candidate offered a job with HIAS will be expected to sign and adhere to HIAS’ Code of Conduct and Safeguarding policies.All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records. HIAS also participates in the Inter-Agency Misconduct Disclosure Scheme. In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. Likewise, HIAS will share this information when other organizations inquire about current and former HIAS staff as part of their recruitment process. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.
How to apply
Please submit your resume, cover letter and application to our website: https://hias.hrmdirect.com/employment/job-opening.php?req=2865712&&&nohd#job
