The Arab American Institute (AAI) is a national civil rights organization focused on empowering the Arab American community and advocating for civil rights and liberties. The Administrative Assistant will support executive leadership and manage day-to-day office operations, ensuring efficient coordination of tasks and projects.
Responsibilities
- Provide scheduling, correspondence, and meeting support for the Executive Director and President, ensuring efficient coordination of daily tasks and long-term priorities
- Coordinate the weekly Washington Watch column and the Coffee & Column virtual discussion series
- Assist with travel coordination, briefing materials, and follow-up actions related to meetings and public engagements
- Serve as the point of contact for incoming media inquiries, coordinating internally to fulfill requests and scheduling interviews or press calls as needed
- Answer incoming calls to the main line and direct inquiries internally as needed
- Maintain internal calendars and shared documents to facilitate cross-departmental communication
- Monitor media coverage and update the website weekly with coverage and appearances
- Monitor and fulfill requests received via the communications inbox and web form
- Serve as the principal liaison with building management to address maintenance requests and visitor clearances
- Serve as the principal point of contact for vendors and service providers, exercising judgment to escalate items requiring additional attention to the Chief of Staff
- Oversee office supplies, equipment, and workspace needs to maintain an efficient, organized environment
- Support planning and logistics for internal meetings and organization-wide events
- Support onboarding of new staff and administer benefits programs, including the annual open enrollment process, in compliance with AAI policies and procedures
- Assist with routine recordkeeping including mail processing, check deposits, returned mail, and corresponding member record updates
- Assist with physical and electronic filing following established naming conventions
- Assist with monthly closing, including reconciling petty cash, postage accounts, and PTO/vacation hours; verifying new grants and contracts are classified and added to the General Ledger; recording in-kind donations; and reconciling the monthly credit card statement and submitting to the accounting firm
- Submit monthly reports of checks deposited and online donations to the Finance Manager
Skills
- Commitment to and understanding of AAI's mission
- Familiarity with AAI's administrative and financial systems and operating procedures
- Strong writing and editing skills
- Strong organizational skills with attention to detail and follow-through
- Enthusiastic work ethic and strong interpersonal skills
- Ability to work both collaboratively and independently
- Ability to manage multiple priorities under tight deadlines
- Proficiency in Microsoft Office Suite, including SharePoint, Outlook, Word, Excel, and PowerPoint
- Ability to handle sensitive information with discretion and maintain strict confidentiality
Benefits
- Excellent health insurance
- A retirement plan
- A generous leave policy
Company Overview
The Arab American Institute Foundation is a national civil rights advocacy organization that provides strategic analysis to policy makers and community members to strengthen democracy, protect civil rights and liberties, and defend international human rights. It was founded in 1985, and is headquartered in Washington, District of Columbia, US, with a workforce of 11-50 employees. Its website is http://www.aaiusa.org.