Job Description

The Executive Assistant is responsible for performing executive duties for the Executive Director. This position requires extensive experience with high-level executive leadership and broad knowledge of business administration and committed adherence to ethical office practices and procedures. In addition to executive duties, the Executive Assistant will be responsible for coordinating, directing, and managing special functions and activities of the Executive Office as assigned.

DUTIES AND RESPONSIBILITIES

Executive Support

· Coordinates Executive Director’s calendar of appointments, meetings, and travel itineraries.

· Screens, routes, and responds to the Executive Director’s emails and phone calls as needed.

· Organizes the Executive Director’s mail and follows up as requested.

· Composes requested letters, correspondence, and reports.

· Completes and submits expense reports for the Executive Director after travel.

· Prepares proposal transmittal letters for the Executive Director’s signature.

· Provides executive support upon request to the Deputy Director(s) and Board of Directors including scheduling meetings, preparation of agenda and meeting materials, travel plans, meeting minutes, and follow-up materials.

· Provides gracious hospitality by welcoming and directing visitors and tours on behalf of the Executive Director as well as arranging travel and necessary accommodations for guests.

General Administration

· Organizes paper and electronic filing system and management of key Executive Office documents.

· Maintains and ensures adherence to a clear calendar of deadlines.

· Interfaces and prioritizes accountability to and from all organizational departments to ensure open lines of communication between department leads and the Executive Director.

· Represents the Executive Office as liaison to external contacts as requested.

· Reviews, discusses, and confirms scheduling requests for speaking engagements.

· Acts as recording secretary for meetings as requested and follows-up with staff members to share minutes and action items.

· Prepares and coordinates materials for conferences, strategic planning meetings, and other special meetings as needed.

· Creates and edits Power Point presentations and proofreads written documents for accuracy in spelling and grammar.

· Maintains office supplies and coordinates maintenance of office equipment in conjunction with the Operations team.

REQUIRED SKILLS/ABILITIES

· Excellent organizational and communication skills and close attention to detail.

· Excellent person-centered skills focused on forming and maintaining mutually-respectful relationships in all settings.

· Excellent writing skills.

· High attention to detail and commitment to accuracy.

· Ability to manage and prioritize multiple tasks in an ever-shifting work environment with a fast-paced schedule and tight timelines.

· Ability to solve problems independently whenever possible and confidence to ask questions as needed.

· Ability to develop correspondence based on broadly outlined guidance.

· Advanced knowledge and experience using Gmail, Microsoft Office, EventBrite, and Canva.

QUALIFICATIONS

· Bachelor’s’ degree in related field required

· Five to seven years of related experience or equivalent combination of education and experience.

· Three to five years of experience in an executive administrative role.

· Familiarity with and respect for the diverse sectors of the ever-growing Muslim community and interreligious engagement.

· Nonprofit experience working with a diverse team is strongly preferred in_dividuals with disabilities to perform the essential_ functions of the job.

SALARY COMMENSURATE WITH EXPERIENCE

Inner-City Muslim Action Network is an equal employment opportunity employer dedicated to the fair and equal treatment of all of its employees without regard to age, gender, race, color, religion, creed, national origin, ancestry, sexual orientation, disability, political or union affiliation, maternity status, parental status, military status, or any other basis prohibited by law. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job.

Company Description

The Inner-City Muslim Action Network (IMAN) is a community organization that fosters health, wellness and healing in the inner-city by organizing for social change, cultivating the arts, and operating a holistic health center.