Career Opportunity: Executive Associate

THE ORGANIZATION

With a legacy spanning 33 years, GCIR stands as the nation's only immigrant-focused philanthropy-mobilizing organization, undergoing a transformative shift encapsulated in our new theory of change. In collaboration with over 130 member institutions, 1,300 grantmakers, and diverse partners, we strategically channel resources to shape an immigration and refugee rights power-building ecosystem. Grounded in values like love and solidarity, we acknowledge the need for collective action to confront racial capitalism and militarism, aiming for transformative change and dismantling white supremacy. Our work is both immediate and intergenerational, guided by the belief in mutual liberation through intersectional, cross-movement efforts for a just, equitable, and inclusive society. This is our vision and our call to action.

GCIR's Values and Guiding Principles:

Love: We extend grace, compassion, and generosity to ourselves and each other.
Solidarity: We center those affected by systems of oppression and work toward our mutual freedom.
Dignity: We center self determination, justice, and healing in our relationships.
Power: We promote the ability of the immigrant and refugee justice movement to create, build, and utilize their agency.
Abundance: We affirm that there is enough for everyone to thrive and imagine a future of collective liberation.

The GCIR staff comes from all walks of life, many of us with immigrant and refugee backgrounds and some with non-traditional career paths. We are a virtual organization with staff across the U.S., including the San Francisco Bay Area, Los Angeles, New York, Chicago, the Washington, D.C. metro area, Boston, and Washington State. GCIR members are local, state, regional, and national foundations that transcend issue areas, strategies, and geographic regions. For more information, visit www.gcir.org.

DUTIES & RESPONSIBILITIES: The Executive Associate supports GCIR's executive, governance, and administrative functions and contributes to the overall success of our organization. This full-time, non-exempt position reports to the Chief of Staff under GCIR's matrix organizational structure. The GCIR work week is 32 hours a week, Monday – Thursday.

Office of the President Support (~70%)

• Manage and coordinate the President's calendar, including monitoring upcoming commitments and appointments, responding to scheduling requests, and developing a weekly itinerary.
• Arrange logistics for meetings, conference calls, and other engagements, including ensuring that meetings are recorded and transcribed via Otter (as needed).
• Attend and take notes at meetings as requested.
• Follow up on contacts made by the President, as directed, including adding new contacts and meetings with current contacts to Salesforce.
• Assist the President in preparing for meetings, including conducting research and developing agendas and presentations.
• Prepare and review the President's expense reports.
• Make all meeting-related arrangements for the President, including travel, transportation, and lodging.
• Schedule internal (e.g., executive and management team) and special project meetings as directed by the Chief of Staff and the President and handle meeting logistics.
• Support Chief of Staff, as needed, including scheduling board and committee meetings, handling logistics and arrangements related to in-person board meetings and staff retreats (e.g., hotels, meeting locations, meals, travel, vendor contracts, arranging meeting supplies, developing event itinerary, coordinating with out of state point of contacts), managing holiday gifts, taking the lead on the Fun Committee.

Project Management and Data Analysis  (~25%)

• Maintain databases, spreadsheets, and other tools to analyze data.
• Develop project plans, including timelines, milestones, and resource allocation.
• Monitor project timelines and adjust plans as needed to meet deadlines.
• Maintain regular communication with team members and stakeholders, regularly providing status updates and progress reports.
• Collaborate with vendors, contractors, and external partners.
• Ensure all project information is organized and accessible.
• Share project knowledge and lessons learned with relevant stakeholders.
• Document best practices for future reference.
• Identify areas for process improvement within the project management framework.
• Implement changes to enhance project management practices.
• Maintain and monitor organization-wide work plans, including for the biennial convening.
• Understand team learning needs. Add to and maintain resources library for staff.

Additional Responsibilities (~5%)

• Manage organization-wide Admin Calendar and Inbox.
• Prepare for and participate in staff meetings and other organizational development trainings and retreats.
• Assist with general organizational needs/projects as they arise.
• Other duties as assigned

REQUIRED SKILLS & QUALIFICATIONS

• A minimum of four years of progressively responsible experience in administrative support is required.
• Self-motivated individual with the ability to apply common sense and exercise sound judgment in problem-solving.
• High degree of comfort with technology and ability to learn new software applications quickly.
• Systems and process-oriented individual with meticulous organizational skills, attention to detail, accuracy, thoroughness, efficiency, and timeliness in completing work.
• Ability to manage multiple tasks and priorities in a fast-paced environment and respond to changing and sometimes ambiguous situations.
• Excellent written and verbal communication skills to convey information, updates, decisions, and action items clearly, concisely, often, and consistently.
• Respond promptly to emails, messages, and inquiries from staff and stakeholders, ensuring no communication goes unanswered for an extended period.
• Ability to work in a highly collaborative environment and outstanding interpersonal and external partner support skills, with a particular ability to respond and attend to the needs of field leaders and the philanthropic sector.
• Ability to develop a productive working relationship with key stakeholders, including board of directors, funders, and members.
• High level of ethics, commitment to quality, and strong sense of personal and organizational accountability.
• Willingness to contribute to the organizational culture of learning and demonstration of intellectual curiosity.
• Advanced proficiency in all Microsoft Office applications, particularly Outlook, Word, Excel, and PowerPoint.
• Proficiency in Salesforce, Zoom, AdobeSign, Doodle, Calendly, Expensify, GoogleDrive, and project management software (preferably ClickUp).
• Project management skills and ability to hold team members to deadlines and support workflow to completion of project goals.
• Ability to "manage up" and work effectively with an executive who has a heavy travel and meeting schedule.

PREFERRED SKILLS & QUALIFICATIONS

• An associate's or bachelor's degree is preferred but not required for candidates with relevant experience.
• Experience supporting a busy executive.
• Experience supporting a board of directors.
• Analyze organizational metrics to identify areas for improvement.
• Manage and create dashboards and visualizations to communicate organization insights.
• Monitor and analyze systems and processes to increase productivity.
• Track Key Performance Indicators and metrics to measure organizational performance.
• Identify data-driven solutions to organizational challenges.
• Prepare reports summarizing analysis results and recommendations.
• Ability to translate data findings into actionable insights.
• Candidates with more years of experience are welcome.

DESIRED CHARACTERISTICS

• Demonstrated knowledge of and/or commitment to immigrant rights and social justice issues—and a desire to pursue a career in this field.
• Ability to apply common sense and exercise sound judgment in problem solving.
• A high degree of ethics, professionalism, and ability to develop a productive working relationship with GCIR staff, partner organizations, funders, and other stakeholders.
• A natural sense of curiosity, good sense of humor, desire to work as part of a dynamic team, and ability to thrive in a fast-paced, ever-shifting environment.
• Ability to "manage up" and work effectively and proactively with manager.

LOCATION

GCIR is a virtual organization with team members across the country.

COMPENSATION AND BENEFITS

The compensation range is $37 to $42/hr depending on years and type of experience, as well as level of education and training. The work week is 32 hours a week. GCIR offers an excellent benefits package, including employer-paid health insurance, 401(k) contribution, generous vacation, and sick time, one week off between Christmas and New Year's Day, support for professional development, and an employee matching-gifts program.

TO BE CONSIDERED

GCIR is committed to building and retaining a talented, diverse, and inclusive team. Our team members represent diverse backgrounds, bring a wide range of educational, professional, and lived experiences, and contribute expertise from varied disciplines within the philanthropic, nonprofit, public, and corporate sectors. We welcome candidates of all races, ethnicities, nationalities, religions, abilities, sexual orientations, and gender identities and expressions. We strongly encourage people of color, women, LGBTQIA+ individuals, those from immigrant and refugee backgrounds, differently-abled people, formerly incarcerated people, and people of any and all historically marginalized identities to apply. Applicants will not be discriminated against because of race, color, sex, sexual orientation, gender identity or expression, age, religion, national origin, disability, ancestry, marital status, veteran status, medical condition, or any protected category prohibited by local, state, or federal laws.

TO APPLY

Please submit a cover letter and resume to [email protected] with "Executive Associate" in the subject line. For priority consideration, candidates are encouraged to submit materials by Monday, November 6, 2023. In your cover letter, please indicate why you are interested in this role and how your experience and skills are relevant. No phone calls or email inquiries, please.