Executive Assistant

Date Posted: 
Tue, March 05, 2019
Job Type: 
Job Category: 
Company Name: 
Grantmakers Concerned with Immigrants and Refugees
Company Information: 

Inside Philanthropy named Grantmakers Concerned with Immigrants and Refugees (GCIR) the 2017 Funders’ Affinity Group of the Year for the key role we played in coordinating funder pushback to the new administration’s anti-immigrant policies. And we’re just getting started. Immigration is a central and defining issue of our time. Join our dedicated, dynamic, and diverse team as we develop and carry out a vision to drive immigrant-related philanthropic investments for the next decade and beyond. Our staff members come from all walks of life—many of us with immigrant and refugee backgrounds, and some of us with non-traditional career paths.

GCIR works with more than 130 member foundations and the broader philanthropic community to inform, connect, and catalyze funders to address pressing issues facing newcomers and the communities in which they live and work. GCIR’s thought leadership and expertise position philanthropy to adapt to demographic trends, respond to policy developments, engage with cross-sector partners, and support timely and innovative efforts to advance equity, inclusion, and justice for immigrants, refugees, and asylum seekers. With offices in the Bay Area, as well as remote staff in Washington, D.C., GCIR works with grantmakers across the country in both traditional immigrant destinations and newer gateways. For more information, please browse our website.

Job Description: 

GCIR is seeking a full-time Executive Assistant to support our executive and governance functions and contribute to the overall success of our organization. Based in the Sebastopol office, this position reports to and works closely with the president. This position focuses on administrative duties critical to the organization. Exemplary administrative skills are required, and a candidate with excellent writing, analysis, and research skills will also have the opportunity to work on substantive projects in which the president is involved. Specific duties and responsibilities will include the following:

Manage the president’s calendar, including monitoring upcoming commitments and appointments, responding to scheduling requests, and making all meeting-related arrangements, including travel and lodging
Assist the president in preparing for meetings, including conducting research and developing materials such as presentations
Attend and take notes at meetings as requested
Arrange logistics for meetings, conference calls, and other engagements
Follow up on contacts made by president, as directed, including adding new contacts to the database
Organize the president’s electronic and paper files and filing systems
Help maintain a social media presence
Schedule board and committee meetings
Manage meeting logistics and arrangements, including vendor contracts and travel arrangements
Assist in preparing and organizing meeting materials
Take notes and prepare meeting minutes as requested
Support the board nominations and elections processes
Maintain records, such as board and committee meeting minutes, to ensure that GCIR is in compliance with its bylaws and federal and state laws as a nonprofit corporation
Maintain updated board contact list, board member profiles, and database
Provide payroll support, including collecting and recording staff paid time off and coordinating with the director of operations
Schedule internal meetings, as assigned
Handle special projects, as assigned


As an Equal Opportunity Employer, GCIR is committed to building and retaining a talented, diverse, and inclusive team. We strongly encourage women, people of color, those from immigrant and refugee backgrounds, and other minorities to apply. Our team members represent diverse backgrounds; bring a wide range of educational, professional, and lived experience; and contribute skills and expertise from varied disciplines within the philanthropic, nonprofit, public, and corporate sectors. Some are seasoned professionals, and others are early in their careers.

The ideal candidate for the Executive Assistant position will have the following characteristics, skills, and experience:

High level of ethics; commitment to quality; strong sense of personal and organizational accountability; and ability to handle confidential and sensitive material with discretion
Confidence to “manage up” and work effectively with executives who have heavy travel and meeting schedules
Ability to manage multiple tasks and priorities; apply common sense and sound judgment; and maintain flexibility and a positive attitude in the face of changing and sometimes ambiguous situations
A desire to work as part of a dynamic team and the ability to thrive in a fast-paced environment
Demonstrated commitment to equity and justice issues, an eagerness to learn, a good sense of humor, and an appreciation for good food
Meticulous organizational skills, attention to detail, accuracy, thoroughness, efficiency, and timeliness in completing work
Outstanding interpersonal and customer service skills and ability to develop a productive working relationship with key stakeholders, including board of directors, funders, and members
Excellent oral and written communication skills
Advanced proficiency in all Microsoft Office applications, particularly Outlook, Word, Excel, and PowerPoint—as well as a high level of proficiency with all forms of technology
A minimum of two years of progressively responsible experience in administrative support is required; experience supporting a busy executive is preferred; candidates with more years of experience are welcome
An associate’s or bachelor’s degree is preferred but not required for candidates with relevant experience
Experience working in an organization with multiple offices and remote staff a plus

How to apply: 

Please email a letter of interest and a resume to Harmony Karp Hayes, Director of Operations, at harmony@gcir.org. This position will remain open until the right candidate has been identified. No phone calls or email inquiries please.