Executive Assistant to the Executive Director

Immigrant Social Services, Inc. (ISS) is seeking a skilled Executive Assistant to provide comprehensive administrative and organizational support to the Executive Director to optimize organizational workflow and operational efficiency. The ideal candidate will be a highly organized, detailed oriented self-starter with excellent communication skills, who can professionally engage with staff, board members, volunteers, and community stakeholders. 

Primary Responsibilities:

• Coordinate and manage scheduling, including setting appointments, organizing meetings, and maintaining calendars.
• Assist with tracking progress on various projects, including monitoring deadlines, organizing materials, and maintaining communication with internal teams and external partners.
• Coordinate, prepare agendas, and arrange logistics for meetings, and follow up on pertinent action items, as requested. Take accurate meeting minutes. 
• Draft and manage communications on behalf of the executive director, including informational updates of the organization, donor updates, thank-you emails, and donation receipts, and distribute to appropriate internal and external parties.
• Coordinate office and facilities operations and functionality, including managing office supplies, technology needs, and vendor relationships. Proactively address maintenance and operational issues and serve as the on-site point of contact for vendors, coordinating and supervising their visits to address facility-related needs and ensuring timely completion of tasks. 
• Support the adherence and compliance to regulatory and agency guidelines, including maintaining organizational accounts, completing required forms with accurate information, coordinating document preparation, and ensuring timely submission.
• Assist in preparation and completion of reports and documents for funders, such as expense reports, deliverables reports, data, presentations, etc.
• Maintain the organization’s filling systems, both electronic and hardcopy, ensuring that records, documents, contacts are accurate, up-to-date, and compliant with policies and procedures.
• Open executive director and other organization mail and determine level of priority.
• Assist with website and social media content maintenance, track and monitor analytics.
• Other special projects as assigned.

Skills and Qualifications

• Minimum of two (2) years proven administrative experience working to support senior leadership staff.
• Bachelor’s degree or equivalent professional experience.
• Exceptional organizational and time-management skills, with high accuracy, effective follow-through, high attention to detail, and the ability to manage multiple tasks and priorities efficiently.
• Excellent written and verbal communication skills.
• Skilled in handling confidential and sensitive information with discretion.
• Proactive problem-solving skills with the ability to work independently and be resourceful.
• Strong people skills, emotional intelligence, and ability to work well with a diverse range of individuals. 
• Ability to thrive in a multifaceted and dynamic environment and adapt to evolving circumstances.
• Positive, can-do attitude with a strong work ethic and a commitment to the values and goals of the organization.
• Knowledge of nonprofit operations, a plus.
• Proficiency with software applications such as office productivity and communication tools (Microsoft Office Suite, Google Workspace), project management and collaboration software, database and CRM tools, and digital research. Familiarity with bookkeeping tools and email/social media marketing platforms a plus.
• Bi-lingual language skills in Chinese (Cantonese, Mandarin, or Fuzhounese), highly preferred