Executive Assistant

Welcome.US is a national initiative built to inspire, mobilize, and empower Americans and American institutions from all corners of the country to welcome and support those seeking refuge here. We unleash the power and potential of America’s greatest strengths—its institutions of civil society, the innovations of its private sector, and the compassion and ingenuity of the American people—to build our national capacity and strengthen our national commitment to welcoming newcomers. Over the last three years, in partnership with over 400 private and civic sector partners and Americans all over the country, we have deployed policy, program, and technology innovations that mobilized over 2 million Americans to welcome nearly 800,000 newcomers in 17,000 zip codes across all 50 states, four times more than the U.S. government admitted through its publicly-funded, traditional refugee resettlement program over the same period of time.

This innovative approach is transforming our national resettlement system for newcomers in need of safety, welcoming refugee newcomers in ways that are safe, legal, orderly, and at scale; provide the support newcomers and communities need to thrive together; reduce political friction and strengthen cross-divide bonds in our communities; preserve human dignity and enable human potential; and provide the talent our communities and economy need to thrive. It’s a powerful testament to the shared humanity that transcends borders, cultures, and differences, and a powerful testament to what happens when the private and civic sector and our communities are unleashed to address even the toughest global challenges.

Welcome.US is currently a project of Rockefeller Philanthropy Advisors.

Executive Assistant

Welcome.US is seeking an experienced and dynamic Executive Assistant to the CEO and President. This role is much more than email and calendar management. The ideal candidate will have experience supporting C-Suite executives in a fast-paced, startup environment.The right candidate has a well-rounded professional background, impeccable judgement, and the ability to “jump into action” where support is needed across the org. A self-starter will have the freedom to grow into the role within the organization.

This is a hybrid role based in Washington, D.C. This role is currently expected to be in the office Mondays and Fridays, with occasional other days as needed.

Responsibilities will include:

Executive Office Management

• Manage the CEO and President’s schedules including creating invitations, responding to appointment invitations, coordinating related materials, prioritizing meetings aligned with the goals of the organization and priorities of the CEO and President, and meeting with the CEO and President regularly to understand priorities, context, and responsibilities.
• Plan and coordinate travel for the CEO, President and other senior staff, including creating complete itineraries and managing related expenses.
• Manage CEO and President’s email including tracking and prioritizing response/action items.
• Prepare internal and external documents such as reports, memos, letters and other communications.
• Coordinate executive communications from the CEO to internal and external audiences including screening emails, and interacting with key stakeholders and employees.
• File and maintain company records, documents, and reports in Google Drive.
• Responsible for scheduling staff and Board meetings, testing links and other technology, and supporting meetings in virtual and in-person spaces.
• Record meeting minutes and summarize action items from board meetings, Co-Chair meetings, senior leadership meetings and other meetings as needed.
• Complete monthly expense reports for the CEO and President in alignment with company standards.
• Assist Operations team in maintaining contract tracking process for all vendors and consultants.
• Available for occasional after-hours emergency calls and projects.

Operations

• Work closely with senior leaders to coordinate and integrate evolving operations across departments and teams.
• Work closely with senior leaders to execute organizational projects and initiatives that require cross-team collaboration.
• Manage public facing email inboxes and coordinate responses with appropriate program areas.
• Support on strategy, planning and execution of staff retreats and other staff engagement activities.
• Office management including weekly mail pickup, ordering supplies, managing conference room reservations, building access, and POC for landlord.

Required Skills and Experience

• Proven experience as Executive Assistant to C-Suite executives
• Comfort in a fast paced and significantly evolving environment, where we are building the road as we walk (or run) it;
• Outstanding organizational skills;
• Aptitude in decision-making and problem-solving;
• A solution-oriented approach to work, with demonstrated creativity, adaptability and emphasis on deep collaboration with colleagues at all levels within the organization;
• A “no task too small” mentality to achieve results within a dynamic team;
• A growth mindset, taking responsibility for continuous personal performance improvement.

Desired Values, Traits and Experience

• Experience working on issues related to immigration or refugee resettlement;
• Experience working in a subsidiary or similarly administratively situated organization or setting;
• Experience overseeing back-end business functions including HR, finance, operations management, and more;
• Passion for social justice and equity; fundamental belief in the dignity and worth of all human beings, across personal identities, geography, and political beliefs;
• Commitment to strengthening America and communities through increased diversity;
• Strong desire to work in a diverse setting, and commitment to ensuring the organization operates within its values by developing and supporting a culture of innovation, curiosity and inclusion.

COMPENSATION AND BENEFITS

Welcome.US is a sponsored project of Rockefeller Philanthropy Advisors (RPA). The salary range for this position is $75,000 - $87,000. Welcome.US/RPA offers 20 days vacation plus a winter break between Christmas Day and New Years Day, unlimited sick time, health insurance, retirement benefits, 11 paid federal holidays, and access to professional development resources.

TO APPLY

Welcome.US is committed to building and retaining a talented, diverse, and inclusive team. Our team members represent diverse backgrounds, bring a wide range of educational, professional, and lived experiences, and contribute expertise from varied disciplines within the philanthropic, nonprofit, public, and corporate sectors. We welcome candidates of all races, ethnicities, nationalities, religions, abilities, sexual orientations, and gender identities and expressions. We strongly encourage people of color, women, LGBTQ individuals, those from immigrant and refugee backgrounds, differently-abled people, formerly incarcerated people and people of any and all traditionally marginalized identities to apply. Applicants will not be discriminated against because of race, color, sex, sexual orientation, gender identity or expression, age, religion, national origin, disability, ancestry, marital status, veteran status, medical condition or any protected category prohibited by local, state or federal laws.

Please submit a cover letter and resume using this form. In your cover letter, please explain why you are interested in this role and how your experience and skills are relevant.

This position will remain open until the right candidate has been identified; however, for priority consideration, candidates are encouraged to submit materials by February 14, 2025. If you previously submitted an application to Welcome.US, we ask that you kindly re-send. No phone calls or email inquiries please.