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.ResponsibilitiesProvide scheduling, correspondence, and meeting support for the Executive Director and President, ensuring efficient coordination of daily tasks and long-term prioritiesCoordinate the weekly Washington Watch column and the Coffee & Column virtual discussion seriesAssist with travel coordination, briefing materials, and follow-up actions related to meetings and public engagementsServe as the point of contact for incoming media inquiries, coordinating internally to fulfill requests and scheduling interviews or press calls as neededAnswer incoming calls to the main line and direct inquiries internally as neededMaintain internal calendars and shared documents to facilitate cross-departmental communicationMonitor media coverage and update the website weekly with coverage and appearancesMonitor and fulfill requests received via the communications inbox and web formServe as the principal liaison with building management to address maintenance requests and visitor clearancesServe as the principal point of contact for vendors and service providers, exercising judgment to escalate items requiring additional attention to the Chief of StaffOversee office supplies, equipment, and workspace needs to maintain an efficient, organized environmentSupport planning and logistics for internal meetings and organization-wide eventsSupport onboarding of new staff and administer benefits programs, including the annual open enrollment process, in compliance with AAI policies and proceduresAssist with routine recordkeeping including mail processing, check deposits, returned mail, and corresponding member record updatesAssist with physical and electronic filing following established naming conventionsAssist 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 firmSubmit monthly reports of checks deposited and online donations to the Finance ManagerSkillsCommitment to and understanding of AAI's missionFamiliarity with AAI's administrative and financial systems and operating proceduresStrong writing and editing skillsStrong organizational skills with attention to detail and follow-throughEnthusiastic work ethic and strong interpersonal skillsAbility to work both collaboratively and independentlyAbility to manage multiple priorities under tight deadlinesProficiency in Microsoft Office Suite, including SharePoint, Outlook, Word, Excel, and PowerPointAbility to handle sensitive information with discretion and maintain strict confidentialityBenefitsExcellent health insuranceA retirement planA generous leave policyCompany OverviewThe 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.



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