President�s Office Executive Assistant (temporary)

The President's Office Executive Assistant ensures the effective and timely administration of the President's Office, providing high-level as well as routine administrative coordination and support to the President and Executive Vice President.  In addition, the position also provides back-up administrative support to the Board of Directors and Board committees in collaboration with the Board Liaison.

This is a temporary position lasting from November 12, 2012 until December 21, 2012.

1. Schedule appointments and events for the President/CEO and coordinate with internal departments to ensure strategic and optimum advantage for LIRS.
2. Manage the logistics of President's Office speaking events, external events and travel.  This includes:  convening internal planning groups; communicating with external contacts; negotiating meetings spaces; making arrangements for equipment and/or shipping; managing travel/transportation logistics; facilitating meeting/event contracts; planning and monitoring spending.
3. Identify print and electronic materials (e.g. talking points, handouts, video, PowerPoint) needed for President's Office events and meetings.  Coordinate, prepare and assemble materials in timely manner, identifying and addressing gaps.  Coordinate with Mission Advancement and Programs and Protection departments as needed.
4. Compose and transmit written communications with staff, stakeholders, partners, affiliates, other voluntary agencies, government officials, and others.  Use discretion in determining when to sign on behalf of the President/CEO.
5. Proactively manage the regular and special meetings schedules and logistics for the Leadership Team, All Staff Meetings, Strategy Council, trainings, and other meetings as needed.  Collect and coordinate information for All Staff Meetings (staff and volunteer transitions, new hires, staff anniversaries) and prepare the President/CEO's announcements.
6. Receive phone calls for the President/CEO as needed. Assist callers, delegate to the appropriate colleague, or take messages for the President/CEO.  Serve as an early response or authority to delegate general incoming LIRS phone calls.
7. Manage multiple Outlook calendars and electronic inboxes-the President's individual calendar, "LIRS President" inbox and calendar, and event "RSVP" inbox.  Independently and proactively make scheduling decisions.
8. Prepare check requests for vendors, consultants, and others.  Prepare and submit expense reimbursement requests and VISA journal entries on behalf of the President/CEO and Executive Vice President.  Ensure that appropriate back-up documentation (contracts/ invoices/receipts) are included.
9. Maintain the President/CEO's contacts information and notes in Outlook and Raiser's Edge.
10. Develop and maintain a centralized filing system (electronic and paper) for the President's Office.
11. Document next steps and follow-up items subsequent to meetings/events; identify priorities, responsibilities and timeframe for those activities, distribute assignments as appropriate, and track follow-through.  Notify when follow-through is not on schedule and ensure such challenges are addressed.  Propose new ideas, best practices and innovations, to improve LIRS's event planning and implementation.
12. Manage administrative operations of the President's Office.  Organize and expedite flow of work through the President's Office using significant independent judgment and discretion and coordinate the planning of President's Office team meetings.
13. Manage the organization-wide external events calendar in cooperation with Mission Advancement.
14. Represent Lutheran Immigration and Refugee Service (LIRS) and the President's Office with hospitality and professionalism.  Take notes, record observations and gather contact information of meeting/event participants.  For meetings at LIRS, provide hospitality for LIRS guests including coordinating logistics and lodging.  Collaborate with staffs in LWR and LSA when appropriate.  Attend some Baltimore-Washington-based external President's Office meetings and events assigned. 
15. Provide back-up support in the absence of the Board Liaison or in peak times of Board preparation to assist with meeting critical deadlines or providing timely responses to Board members.
16. Independently, or in consultation with the President/CEO and colleagues, seek out external opportunities for the President/CEO.
17. Engage in agency-wide activities and initiatives including All-Staff Meetings, working groups or task forces and implementation of strategic initiatives.
18. Engage in ongoing professional development.
19. Other duties as assigned by supervisor.

1. Deep commitment to LIRS's core values and ability to model those values in relationships with colleagues and partners.
2. B.A. or equivalent experience.
3. Minimum of three years' experience providing administrative support to high level executives, communications and/or public relations is required.
4. Proficiency with Microsoft Office, including Outlook and Word suite are required. Experience with Raisers Edge, online network portals, and internet research is desired.  Must demonstrate a willingness to explore and learn new software to increase the efficiency and effectiveness of the work.
5. Demonstrated keen organizational skills with meticulous attention to detail and ability to organize and prioritize, independently determining shifting priorities and responding appropriately.
6. Demonstrated strong project management skills and ability to coordinate multiple projects simultaneously.
7. Demonstrated excellence providing administrative, analytical, interpersonal, problem solving and time management skills.
8. Excellent verbal and written communication skills.
9. Proven ability to exercise utmost tact and diplomacy when dealing with confidential issues and ability to use independent judgment in identifying confidential issues.
10. A dedication to providing outstanding customer service to the general public, LIRS's partners, constituents, and colleagues.
11. A willingness to always demonstrate a culture of welcome and hospitality to all.
12. Experience with and commitment to working in a diverse workforce.
13. Demonstrated commitment to working independently and within a team.
14. Appreciation and respect for Lutheran beliefs and values, church member motivations and sensitivities Knowledge of Lutheran church, government agencies and officials, and voluntary agency structures is desirable.