Executive Office Assistant

U.S. Committee for Refugees and Immigrants (USCRI); Arlington (VA); On-site; USD 45,000 - 60,000; Full time

Job summary

USCRI seeks an Executive Office Assistant to provide administrative, operational, and facilities support across offices nationwide. Reporting to the Chief of Staff, this role balances multiple responsibilities and requires independent work, organization, and adaptability in a dynamic nonprofit environment.

The successful candidate will manage collaborations with landlords and vendors, handle procurement, assist with emergency planning, document control, and support special projects while

Qualifications

• 2-3 years of relevant experience in administration, facilities management, and/or operations.
• Excellent written and oral communication skills; experience writing business letters, reports, and documents.
• Ability to meet deadlines in a fast-paced environment.
• Ability to prioritize workload and pay close attention to detail.
• Strong interpersonal skills to interact with all levels of staff and work independently or in collaboration with others.
• Demonstrate excellent customer service with the ability to diffuse difficult situations involving internal and external contacts.
• Ability to practice discretion and maintain strict confidentiality and security of sensitive information.
• Proficiency in Microsoft Word, PowerPoint, and Excel.

Responsibilities

• Build and maintain relationships with landlords, vendors, and staff; provide support for maintenance issues.
• Serve as primary contact for supply orders, inventory, procurement, and invoicing.
• Negotiate vendor contracts and manage contracts/files under Chief of Staff direction.
• Serve as Floor Warden and coordinate emergency planning procedures.
• Coordinate moves, build-outs, and setups of new offices.
• Oversee offsite storage management and retention scheduling.
• Help research and implement new programs and office solutions.
• Support the Chief of Staff with administrative tasks and special projects.
• Ensure remote office efficiency through equipment procurement and layouts.
• Coordinate remote office staff activities for maximum efficiency.
• Maintain SharePoint Online filing system.
• Review and approve remote office supply acquisitions.
• Oversee moves and build-outs at USCRI HQ.
• Design and maintain organizational charts.
• Negotiate and maintain cell phone contracts and related issues.

Skills

Administrative support

Facilities management

Operations coordination

Communication

Customer service

Discretion

Multitasking

Team collaboration

Tools

Microsoft Word

PowerPoint

Excel

Job description

U.S. Committee for Refugees and Immigrants (USCRI) is a non-governmental, not-for-profit international organization with a mission to protect the rights and address the needs of persons in migration by advancing fair and humane public policy, facilitating and providing direct professional services, and promoting the full participation of migrants in community life. For over 100 years, we have shaped history with the belief that immigrants strengthen our communities, economy, and social fabric through freedom, hard work, and family unity. To learn more about our work, visit our official website at www.refugees.org.

Overview

The Executive Office Assistant provides administrative, operational, and facilities management support to USCRI staff offices nationwide and manages front operations at Headquarters. Reporting to the Chief of Staff, the Coordinator will work to improve operational systems, processes, and functions. USCRI is seeking a professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative and executive support-related tasks and able to work independently with little or no supervision. Well-organized, flexible, and enjoys the administrative challenges of supporting a diverse organization.

Essential Duties And Responsibilities

• Build and maintain relationships with landlords, building maintenance staff, vendors and staff and provide support and solutions to technical and maintenance issues.
• Serve as primary contact for supply orders, inventory, and other procurement support, and monitor receipt of items and organize invoices for payment and budget reconciliation.
• Act as primary vendor liaison and maintain contracts and files and negotiate vendor contracts under the direction of the Chief of Staff and Executive leadership as needed.
• Serve as Floor Warden and represent USCRI headquarters at tenant meetings and prepare and execute emergency planning procedures.
• Support the Executive Coordinator in coordinating and planning logistics pertaining to moves, buildouts, and setups of new offices.
• Oversee offsite storage management, including retrieval, storage, coding, updating, and destruction based on retention schedules and approved policy.
• Assist with the research and implementation of new programs, systems, and office solutions to improve internal processes across all offices.
• Support the Chief of Staff with administrative tasks and special projects as necessary.
• Ensure remote office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts and office systems
• Coordinate remote office staff activities to ensure maximum efficiency
• Help maintain SharePoint Online filing system
• Review and approve remote office supply acquisitions
• Point of contact and onsite supervision for all moves, office relocations, and build-outs at USCRI HQ.
• Designs and maintains organizational charts for headquarters and field offices.
• Negotiates and maintains USCRI’s cell phone contract, including all upgrades, equipment releases, and programming and technical assistance issues with subcontractors.

Position Requirements

• Spanish speaking highly desired; but not required
• 2-3 years of relevant experience in an administration, facilities management, and/or operations role is required
• Excellent written and oral communication skills. Experience in writing and editing professional business letters, reports, and documents
• Demonstrated ability to achieve performance goals and meet deadlines in a fast-paced environment
• Ability to prioritize workload, multitask, and pay close attention to detail and accuracy
• Strong interpersonal skills to effectively interact with all levels of staff and the capacity to work independently as well as in collaboration with others is required
• Demonstrate excellent customer service with the ability to diffuse difficult situations involving internal and external contacts
• Ability to practice discretion and maintain strict confidentiality and security of sensitive information
• Proficiency in Microsoft Word, PowerPoint, and Excel

PHYSICAL DEMANDS

• Proficiency in Microsoft Programs
• Use of repetitive motion, prolonged periods of sitting and standing, and sustained visual and mental applications and demands
• Occasional lifting (up to 50 pounds), bending, pulling, and carrying

Additional Notes

References will be required at the time of the final interview. No telephone calls. Position will remain open until filled.

EQUAL EMPLOYMENT OPPORTUNITY

U.S. Committee for Refugees and Immigrants is an equal opportunity employer.