Administrative and Executive Assistant

Title: Administrative and Executive Assistant
Status: Full time, Non-exempt
Location: Within the U.S., fully remote
Reports to: Executive Director

About the Organization

The Protecting Immigrant Families Coalition (PIF) brings together leading advocates for immigrants, children, education, health, anti-hunger, anti-poverty groups, and community leaders lay the foundation for a future where everyone has access to the respect and care that they need, regardless of who they are or where they were born.

The PIF Coalition was founded in 2017 in response to the Trump administration’s racist “public charge” policy. Today, PIF unites over 800 organizations across different sectors and in more than 40 states. Our coalition works to tear down systemic and cultural barriers, through power building, policy and systems change, coalition building, and narrative change so immigrant families can get the help they need when they need it. We’re building a better, more equitable future for immigrant families so together we can have a stronger, healthier country.

About the Position

PIF is looking for a talented professional that is passionate about access to social support services for immigrant communities. The Administrative and Executive Assistant will primarily focus on assisting the Executive Director with schedule, deadline and project management, and expense reporting needs. The Administrative and Executive assistant will also serve as the primary administrative point of contact across team projects and assist with tasks such as notetaking and managing complex scheduling needs.

PIF does most of its work in English, but proficiency in a language other than English is preferred. An understanding of national or state government policymaking, healthcare, anti-poverty programs, or other social services programs is also preferred. Immigrants, People of Color, and people with lived immigrant experience are highly encouraged to apply.

Specific Position Responsibilities:

• Manage, coordinate, and prioritize complex scheduling, task lists, and deadlines for the Executive Director, which includes assistance with managing the Executive Director’s email account
• Prepare and monitor project timelines and task checklists to ensure deadlines are met
• Provide notetaking and scheduling support for team and working group meetings, effectively capturing highlights and action items from each call
• Coordinate and manage network wide webinars, including scheduling, being the point person for technical issues during the call, and ensuring timely follow up to attendees
• Assist with day-to-day administrative tasks such as answering general email inquiries
• Attend Steering and Executive Committee meetings and provide note taking assistance
• Draft and distribute correspondence, meeting minutes, and other program-related communications
• Manage expense reporting, keeping track of receipts and submitting reports in a timely manner
• Reconcile Executive Director’s monthly credit card statements including managing and tracking receipts
• Prepare and arrange work travel for the Executive Director
• Provide logistical support at in-person meetings, typically 2 – 3 times per year, which may include scheduling, preparing materials, booking venues, arranging A/V and catering, and shipping supplies
• Coordinate, manage, and complete special projects as needed
• Provide excellent customer service in all interactions, communicating with professionalism and discretion

Supervisory Responsibilities

• None

In recognition of the fluidity of the work and ecosystem that PIF operates in, other duties may be assigned depending on organizational need.

What We’re Looking for in This Role

• Commitment to PIF’s mission and vision of advocating for immigrant families’ access to safety net services and laying the foundation for a future where everyone has access to the respect and care that they need, regardless of who they are or where they were born.
• A collaborative, proactive, and action oriented, “doer” working style with a strong service mentality.
• A team member who promotes mutual accountability and inspires trust and confidence from colleagues, other PIF team members, and PIF leaders alike.
• Sound judgment in decision-making, high integrity, and utmost respect for confidentiality.
• Excellent verbal and written communication skills.
• Self-starter with a strong ability to move daily tasks forward in alignment with PIF’s broader organizational needs and goals.
• Ability to work in a respectful, supportive, and collaborative manner externally with individual community members, community-based organizations, other advocates, legislative staffers and other stakeholders.
• Exceptional project management skills; ability to respond timely to requests for assistance while balancing competing demands.
• Comfort using various technological tools and troubleshooting as necessary.
• Ability to effectively prioritize tasks, work well under pressure, and deliver against tight deadlines
• Ability to maintain confidentiality at all times; especially with respect to sensitive material routinely encountered as part of work assignments; handle important and sensitive matters with discretion

Qualifications Required

• 4+ years of administrative support experience
• Strong written and verbal communication skills with meticulous attention to detail
• Proficiency in Google Suite, CRM tools, Zoom, Asana, and digital collaboration platforms.
• Ability to juggle multiple priorities, manage deadlines, and quickly adapt to evolving project needs
• Strong project management and coordination skills and a keen eye for accuracy in managing documents, budgets, and correspondence
• Experience working with both internal colleagues and external partners who may have divergent priorities

Preferred Qualifications

• Experience working in the immigration rights, health equity, or anti-poverty movement
• Demonstrated interest or experience in public policy, social impact, or the nonprofit sector is strongly preferred.
• Proficiency in non-English languages spoken by Latinx, Asian, Pacific Islander, African, Caribbean, and Arab communities a plus. Fluency in more than one language is desirable.

At PIF, we know that talented people may have different backgrounds or experiences, and if your education and experience doesn’t exactly align with the above that’s okay!

PIF believes that diversity in all dimensions of the organization supports and bolsters the innovative thinking essential to its success and is committed to providing equal employment opportunity to all qualified applicants. PIF’s goal is for our people to reflect the communities in which we live and serve and to ensure representation of people of color, women, veterans, and individuals with disabilities in our organization. We encourage you to apply and let us know in your cover letter why you are the right fit for this role.

Work Environment

• All PIF staff members are 100% remote. For this role, up to 10% of overnight interstate travel may be required
• Travel around the country and flexibility to accommodate work during evenings and weekends when warranted are key requirements for this role

Compensation and Benefits

The salary range for this role is $70,000 – $80,000, dependent on skills and experience.

PIF’s benefits philosophy is to provide a competitive offering in the nonprofit sector and ensure equity across the organization. Comprehensive benefits package that includes 100% employer-paid health, dental, and vision insurance for employees (and their families). Employees are able to enroll in 401k retirement plan and are eligible for a 3% automatic contribution and up to a 3% employer match on 401k contributions. Employees are also eligible for pre-tax transportation benefits. Employees will receive 160 hours of vacation time, 80 hours of health leave, up to 2 days of casual leave, and 20 hours of volunteer leave annually. Employees will also receive 13 paid holidays throughout the calendar year. Employees are eligible for 12 weeks of paid family and medical leave after 90 days of employment.

Physical Demands

• Remaining in a stationary position, often standing, or sitting for prolonged periods
• Communicating with others to exchange information
• Repeating motions, like typing or answering a phone, that may include the wrists, hands and/or fingers.

Hiring Statement

Protecting Immigrant Families (PIF) Coalition is a project of New Venture Fund (NVF), a 501(c)(3) public charity that incubates new and innovative public-interest projects and grant-making programs. NVF is committed to attracting, developing and retaining exceptional people, and to creating a work environment that is dynamic, rewarding and enables each of us to realize our potential. NVF’s work environment is safe and open to all employees and partners, respecting the full spectrum of race, color, religious creed, sex, gender identity, sexual orientation, national origin, political affiliation, ancestry, age, disability, genetic information, veteran status, and all other classifications protected by law in the locality and/or state in which you are working.

E-Verify Statement

NVF participates in E-Verify and will provide the federal government with employees’ Form I-9 information to confirm authorization to work in the United States. Job candidates and employees authorized to work may not be discriminated against on the basis of national origin or citizenship status.

Job Type: Full-time

Base Pay: $70,000.00 - $80,000.00 per year

Benefits:

• 401(k)
• Health insurance
• Paid time off

People with a criminal record are encouraged to apply

Work Location: Remote