Administartive Assistant

Overview

The International Institute of New England (IINE) seeks a highly skilled detail-oriented Grant Writer who is motivated by mission and impact and who brings a strong record of securing funding from diverse public and private sources. The ideal candidate is a strategic and persuasive writer who thrives in a fast-paced deadline-driven environment and is energized by translating complex programs into compelling funder-aligned narratives that advance opportunity for refugees and immigrants.

The Administrative Assistant is responsible for providing administrative support to the Director to support the success of the Unaccompanied Childrens Program.

Responsibilities

• Assist with administrative tasks related to staff management.

• Receive review and submit for approval UCP staff reimbursements.

• Assist with employee onboarding.

• Collaborate with HR team in hiring process including coordination of onboarding for new hires.

• Assist in creating and updating step-by-step guides for new staff.

• Serve as a backup to the Director in representing the organization at career fairs cultural festivals and any other IINE-sponsored or community events.

• Responsible for maintaining and responding to UCP staff inquiries appropriately and in a timely manner escalating to the Director as needed.

• Create and send out calendar invites for UCP team meetings and annual meetings between the director and each team member.

• Book training rooms for in-person office day for Boston based team members and ensure a physical location for in-person NY based team members.

• Record meeting minutes for UCP Regional Supervisor meetings.

• Maintain updated UCP training rosters and database of available PD trainings.

• Assist in preparing required UCP data/reporting for grants.

• Assist the UCP team with reports and presentations.

• Update organizational charts and other internal documents.

• Track expiration and renewal of CPR and other staff documents.

• Create and share birthday cards for UCP staff.

• Create and send UCP Newsletter every month.

• Assist in maintaining accurate data in ADP ClearCompany SharePoint.

• Prepare and review all Administrative Assistant SOPs as needed.

• Book hotel and flights for staff and communicate with hotel and airlines as needed.

• Provide receipts of all purchases made with Divvy card to director and upload them to in timely manner.

• Order food for team meetings as needed.

• Perform all other duties assigned by supervisor.

Required Skills/Abilities

• Bilingual Spanish/English proficiency

• Strong oral and written communication skills

• High degree of diplomacy and confidentiality required

• Strong organizational skills and attention to detail

• Ability to multitask and prioritize competing tasks

• Strong sense of professionalism and ability to communicate with internal and external stakeholders at all levels of organization

• Proficient with Microsoft Office Suite

• Commitment to the mission of serving immigrants and refugees

Education & Experience

• Associates Degree

• At least two years of administrative experience

Work Environment

• Working from home (remote work)

• Occasional travel to the Boston office (2x/mo) or for all staff events.

• Exposure to bright overhead office lighting use of office technology such as laptops printers mail machines and other in-office equipment.

Physical Demands

• Occasional lifting pushing and pulling materials (boxes equipment) of 50 pounds or more.

• Continuous sitting (or standing) at a desk for long periods of time.

• Occasional driving to and from IINE offices as needed.