Special Assistant, Executive Leadership Team at

ABOUT US:

Over one hundred years ago, the Jewish community founded HIAS (originally the Hebrew Immigrant Aid Society) in New York City, the immigrant gateway to America. Supporting Jews fleeing persecution and poverty in Eastern Europe, our founders were guided by the traditions, texts, and history of the Jewish people – a history of oppression, displacement, and diaspora. HIAS has since helped generations of Jews facing violence because of who they were, and HIAS remains committed to helping Jewish refugees anywhere in the world. Today, our clients at HIAS come from diverse faiths, ethnicities, and backgrounds, as do our staff. We bring our experience, history, and values to our work across five continents, ensuring that refugees today receive the vital services and opportunities they need to thrive.

HIAS is a learning community, committed to diversity and inclusion. We do our work with integrity, accountability, transparency, and a commitment to the highest ethical standards. We seek employees from diverse backgrounds and life experiences to join our teams located in the United States and across the globe. People who identify as BIPOC, people with disabilities, people from the LGBTQ+ community, and people with lived experiences of forced displacement or immigration are all encouraged to apply. We are committed to building a diverse workforce that reflects our vision, mission, and values.

VISION:

HIAS stands for a world in which refugees find welcome, safety, and opportunity.

MISSION:

Drawing on our Jewish values and history, HIAS provides vital services to refugees and asylum seekers around the world and advocates for their fundamental rights so they can rebuild their lives.

VALUES:

Welcome • Acogimiento • Hospitalité • Hachnasat Orchim

We Welcome the Stranger

Justice • Justicia • Justice • Tzedek

We Pursue Justice

Empathy • Empatía • Empathie • Chesed

We Approach our Clients with Empathy

Partnership • Compañerismo • Coopération • Chevruta

We Believe in Changing the World through Partnership

Courage • Coraje • Courage • Ometz

We Act with Courage to Build a Better World

Resilience • Resiliencia • Résilience • Ruach

We Adapt and Thrive, Continuously Demonstrating our Resilience

POSITION SUMMARY:

HIAS seeks a Special Assistant, Executive Leadership Team (ELT) to assist by providing administrative, logistical and event planning support. They work closely with the members of the Executive Office to maintain organizational records and ensure smooth and positive operations.

ESSENTIAL FUNCTIONS:

BOARD SUPPORT

• Facilitates the work of the various HIAS board committees, in coordination with ELT members.
• Assists in the logistics and planning for board committee meetings; supports organizing and logistics for board and staff meetings.
• Coordinates set-up, documents meeting notes and assists in the logistics and planning for board committee meetings; provides support as necessary for board committee members.
• Maintains records and files for the HIAS Board of Directors.

EXECUTIVE LEADERSHIP TEAM SUPPORT

• Supports planning for ELT meetings and documents notes.
• Arranges and coordinates travel for ELT members, as required; submits and codes expense reports, as necessary.
• Performs administrative tasks for members of the ELT as prioritized by the Executive Vice President.
• Schedules department meetings, brown bags and other events for ELT, as requested.
• Assists in tracking, filing and organizing documents; helps maintain a filing system for the Executive Office.
• Provides administrative support for cross-divisional projects, including the crisis management team.
• Conducts research for the Executive Office and ELT, as needed.
• Supports in the preparation of presentations and speeches as required by the ELT team and Executive Vice President.
• Participates in meetings as required to support in the monitoring of tasks.

POLICY ADMINISTRATION

• Ensures dissemination of HIAS policies, procedures, SOPS and guidance documents, including coordination of translation.
• Implements a template, process and system for storing and disseminating HIAS policies, procedures, SOPs and guides.
• Initiates review of HIAS policies whose provisions have been in effect for five years or longer.

OFFICE ADMINISTRATION

• Serves as a back-up to the Office Assistant by answering phones and directing callers to appropriate departments, as necessary; serves as receptionist when Office Assistant is out of office.
• Works with Office Assistant on handling shipping related needs, packaging and mail runs, as needed.
• Assists in organizing and logistics for board and staff meetings.
• Maintains cleanliness of office space, conference space and inventory as needed.

QUALIFICATIONS & REQUIREMENTS:

• Undergraduate degree required.
• Three to four years of experience working at a nonprofit, preferably with administrative and event planning, or equivalent experience.
• Excellent interpersonal, written and oral communication skills.
• Spanish fluency required. The Special Assistant, Executive Leadership Team may be expected to review English to Spanish translations for accuracy and communicate with colleagues in written and spoken Spanish. Language ability in French, Hebrew and/or Arabic a plus but not required.
• Ability to travel between Silver Spring and other locations, as necessary; willingness to work weekends, as needed.
• Ability to prioritize and multi-task between projects and manage time effectively in a fast-paced environment to meet tight deadlines; flexibility and ability to work effectively with limited supervision.
• Familiarity and/or demonstrated interest in refugee and immigration issues a plus but not required.
• Excellent oral, written and problem-solving skills.
• Demonstrated interest in refugees, human rights or social justice.
• Proficiency in Microsoft applications including Word, Excel, PowerPoint and Outlook; excellent research skills.
• Demonstrated capacity to manage and maintain confidential information on behalf of the Executive Office and the Board of Directors.

SAMPLE HIRING PROCESS:

We are committed to a fair and respectful hiring process, and we do our absolute best to respond to every applicant. We prioritize communication and transparency with all candidates, even those who are not moving forward. Here’s a snapshot of our hiring process:

Step 1: Submit your application!

Step 2: Phone screen with a HIAS recruiter.

Step 3: Video interview with the hiring manager.

Step 4: Video interview with a panel of HIAS employees.

Step 5: Online reference check with SkillSurvey.

Step 6: Offer and background check with Shield Screening.

Step 7: Start your professional journey with HIAS!

Note: Some of our hiring processes may vary, and not all candidates will advance to each step.

DIVERSITY:

HIAS is committed to a diverse and inclusive workplace. As an equal opportunity employer, all qualified applicants will be considered for employment without regard to race, color, national origin, ethnic background, ancestry, citizenship status, religious creed, age, sex, gender, sexual orientation, physical disability, mental disability, medical condition, genetic information, marital status, registered domestic partner or civil union status, familial status, pregnancy, childbirth, military status, protected veteran status, political orientation, or other legally protected status.

For questions, please contact Spencer Hirsch, Director, Talent Acquisition or Carolyn Hamburg, Talent Acquisition Associate.