Sr. Executive Assistant

If you are passionate about transforming communities with a mission-driven organization, then we have the opportunity for you!

Since 1939, Lutheran Immigration and Refugee Service (LIRS) has offered welcome and hope to refugees. LIRS has transformed lives with the support and hard work of people like you, to welcome the most vulnerable to the United States from sea to shining sea.

We help people seeking safety from persecution in their home countries and reunite families torn apart by conflict. We resettle refugees. We protect vulnerable children who arrive alone in the United States. We advocate for compassion and justice for all migrants.

Widely recognized for our expertise in implementing federal programs on behalf of refugees and migrants in the United States, conducts policy advocacy, and advances the protection and rights of vulnerable migrants.

Headquartered in the beautiful Inner Harbor of downtown Baltimore we provide services nationwide through a network of staff and affiliates. Attracting and retaining the best talent is vital to our continued growth and we are proud to offer an excellent benefits package including medical, dental, vision available the first day of employment, professional development, tuition reimbursement, generous paid time off including 20 days of vacation, 12 days of sick leave, 12 paid holidays PLUS the week between Christmas and New Year's Day, 12 weeks of paid parental leave and up to 12 weeks of fully paid FMLA leave, company 403(b) contribution of 3%, an additional 7% match, Family Building benefits for reproductive procedures, adoption/foster care assistance, and an annual wellness benefit that can be customized to support your personal needs including funding enrichment classes, gym memberships, and healthy eating plans (to name a few) all in an inclusive and progressive environment!

Lutheran Immigration and Refugee Service is a champion for all uprooted people. Please join us as we make a difference in the lives of newcomers.

The Sr. Executive Assistant is central to the President's Office and organization's success. They ensure effective and timely communication and administration by providing high-level coordination and support to the President and CEO and Board of Directors. Reporting to the Chief of Staff, they act as a gatekeeper for all internal and external constituents and are expected to exercise good judgment, have strong communication skills, demonstrate excellent organizational skills, and find balance between competing priorities. They must be able to work as part of a team and independently, managing unexpected and urgent issues with discretion. They must be creative, flexible, and ready to assume a variety of duties.

DUTIES

• Manages the President & CEO's calendar including scheduling of all meetings and coordinating with the President's Office team to ensure they can effectively meet commitments.
• Ensures President & CEO is prepared and informed for all meetings and events with appropriate briefing materials and discussions such as agendas, bios, talking points, prep meetings, etc., collaborating and coordinating across departments.
• Researches and compiles data from a variety of sources. Analyzes and summarizes data to provide President & CEO with relevant information and/or recommendations for management decision-making.
• Assists in the prioritization for the Office of the President, managing and tracking short-term and long-term commitments and responsibilities for the Office and managing follow-up on all critical items.
• Serves as the communications hub to direct and coordinate information into and out of the President's Office both internally and externally, such as Senior Leadership Team meetings, Leadership Team meetings, internal planning groups, Board of Directors, Peers, Institutional Funders, and Donors.
• Coordinates the President & CEO's travel calendar in coordination with other departments or external contacts to prepare logistics and manage details and security.
• Supports administrative needs for internal and external events, such as negotiating space, facilitating contracts, and making arrangements for equipment and/or technology needs.
• Prepares and submits monthly expense reports and other administrative needs.
• Produces internal and external documents including meeting minutes, letters, forms and more.
• Documents next steps and follow-up items for subsequent meetings/events, identifying priorities, responsibilities, and timeframe for those activities; distributing assignments as appropriate; and tracking follow-through.
• Provides after-hours and weekend support, as needed, to meet office deadlines.
• Provides support to the Board of Directors, Board Secretary, and Subsidiary Boards in executing its strategic and fiduciary responsibilities, including composing and assigning agenda items, ensuring compliance with legal and procedural requirements and supporting board development.
• Serves as Corporate Assistant Secretary for the Board of Directors, attending meetings, recording actions, and maintaining necessary records.
• Serves as staff liaison on Board Committees as needed.
• Works closely with the Senior Leadership Team on Board cross-departmental interactions, Board record maintenance as required for the business, procedural requirements, and as an internal source on all Board related matters.

QUALIFICATIONS

• Undergraduate degree desired preferably in Business Administration, English, Communications, or another relevant field and a minimum of six years of professional administrative experience, with at least three years of administrative support to senior level executives or equivalent combination of education and experience.
• Proven experience providing support to s Board of Directors in executing its strategic and fiduciary responsibilities.
• Knowledge of parliamentary procedure strongly preferred.
• Demonstrated ability to work independently with limited direction and to utilize independent judgement to complete complex tasks and projects.
• Demonstrated willingness to explore and learn new technology (hardware and software) to increase the efficiency and effectiveness of the work.
• Demonstrated organizational skills with meticulous attention to detail and ability to organize and prioritize, independently determining shifting priorities and responding appropriately.
• Demonstrated strong project management skills and ability to coordinate multiple projects simultaneously in a fast-paced environment.
• Excellent verbal and written communication skills, especially in proofing communications.
• Proven ability to exercise utmost tact and diplomacy when dealing with confidential issues and ability to discern confidential issues.
• Proficiency with Microsoft Office Suite - Outlook and Word required.
• Ability and willingness to travel as needed up to 15% of the time.
• Ability to work evenings and weekends as needed.
• Experience with and commitment to working in a diverse workforce.
• Deep commitment to LIRS's core values and ability to model those values in relationships with colleagues and partners.

Lutheran Immigration and Refugee Service (LIRS) is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity, or expression, or any other characteristic protected by federal, state, or local laws. We participate in E-Verify in the states that permit its use.

We offer a competitive salary and comprehensive benefits package in an innovative and rewarding work environment. Benefits include medical, dental, and vision coverage effective on your first day of employment, 403(b) with company contribution and match, 20 days of vacation per year, tuition reimbursement, professional development and much more. Salaries are based on the latest market data and reflect the education, skills and requirements for the role. Differentials may exist based on the region and language abilities.