Administrative Assistant

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

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