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Director, Executive Office

2 months ago

Silver Spring, United States HIAS Inc Full time
Job DescriptionJob Description

POSITION SUMMARY:

HIAS seeks a Director, Executive Office, to manage and facilitate Board relations, lead the Executive Office and to support the President & CEO. This position will supervise the Special Assistant to the President & CEO, and the Special Assistant, Executive Office.

Note, the salary for this position is $120,000.00.

ESSENTIAL FUNCTIONS:

PRESIDENT & CEO GENERAL SUPPORT

  • Under the direction of the President & CEO, proactively leads HIAS Board relations.
  • Ensures the President & CEO’s involvement in project or decision-making processes takes place at key times, where input and authority are most needed.
  • Working with other staff across the agency, prepares the President & CEO for upcoming meetings, interviews and events, making sure all the information necessary to be productive, informed, efficient and engaged is to hand.
  • Advises on demands of the President & CEO’s time, working with the Special Assistant to the President & CEO to review external and internal opportunities and obligations, including long term travel and meeting plans, and assessing how they fit against priorities.
  • Performs other duties as assigned.

BOARD OF DIRECTORS LIAISON

  • Manages administration of Board meetings, including overseeing Board arrangements.
  • Plans, coordinates and oversees Board missions, coordinating with the Global Safety and Security team as needed.
  • Works with relevant divisions and departments to track the schedules of all Board committees, ensuring that they are being supported by the relevant departments, that records are being kept and minutes shared with the EO.
  • Serves as liaison to the Board and to the Governance and Executive Committees; in this capacity, supports the President & CEO and Committee Chairs in developing meeting agendas and materials.
  • Facilitates smooth Board and staff collaboration.
  • Helps onboard new Board members, monitors term lengths and, working closely with the External Relations team, supports the President & CEO and the Governance Committee in researching and recruiting new Board members.
  • Ensures compliance of applicable rules and regulations set forth in the bylaws regarding Board and committee matters, including advance distribution of materials.
  • Builds and maintains strong relationships with Board members, cultivating their engagement with the organization and mission.
  • Coordinates, drafts and supports Board communications, including agendas, regular Board newsletters and quarterly EO Board reports.
  • Oversees file sharing system for Board, with support from relevant support staff.
  • Coordinates new member Board orientations, with support from the President & CEO, the Executive Vice President (EVP) and the Executive Leadership Team (ELT).
  • Plans and memorializes Board meetings in coordination with the President & CEO, informing and communicating with Board members and preparing the meeting agenda and materials; oversees the Special Assistant to the President & CEO in timely production of Board meeting minutes.
  • Oversees Special Assistants in liaising with the Board for routine communication and inquiries.
  • Performs other duties as assigned.

EXECUTIVE OFFICE LEADERSHIP

  • Leads the development and management of the Executive Office budget.
  • Leads project management support to the President & CEO to help ensure progress and follow through on organizational and EO priorities.
  • Supports the President & CEO with scheduling, setting agendas and note taking for the ELT and Executive Group meetings.
  • Supervises the Special Assistant to the President & CEO, and the Special Assistant, Executive Office ensure coverage of all EO tasks and support in their roles as needed.
  • Oversees preparation of deliverables, including drafting correspondence, emails and other tasks to facilitate the President & CEO’s ability to effectively lead the organization.
  • Oversees internal communications to and from the EO, keeping the President & CEO and EVP informed of all critical issues.
  • Brings commitment and integrity to accomplishing HIAS' mission and goals in all duties and commits to personal and professional implementation of HIAS' core values.
  • Manages and oversees on and off-site meetings convened by the President & CEO and the Board of Directors, including technical support.
  • Ensures that the President & CEO receives summaries of deliverables for meetings, staff meetings, and other meetings the President & CEO participates in.
  • Ensures the President & CEO has all necessary internal briefing materials for external and internal commitments.
  • Performs other duties as assigned.

QUALIFICATIONS & REQUIREMENTS:

  • At least five years of experience expected, working in a nonprofit, ideally with operations, administrative and event planning experience.
  • Nonprofit Board experience (through serving on a board or supporting or coordinating a nonprofit board in a staff capacity) extremely valuable.
  • Relevant undergraduate degree desirable; graduate degree a plus.
  • Exceptional interpersonal, written and oral communication skills.
  • Exceptional facilitation skills.
  • Strong relationship management skills.
  • 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 supervise others and to work effectively with limited supervision.
  • Excellent research, analytical, oral, written and problem-solving skills.
  • Demonstrated interest in refugee, asylum, migration and/or human rights issues.
  • Jewish community knowledge a plus.
  • Proficiency in Microsoft applications, including Word, Excel, PowerPoint and Outlook.
  • Demonstrated capacity to manage and maintain confidential information on behalf of the Executive Office and the Board of Directors.
  • Ability to travel between Silver Spring, Maryland and other locations, as necessary; willingness to work occasional Sundays, as needed.
  • Travel, to include travel to insecure operating environments, may be required.

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: In-person interview with the hiring manager.

Step 6: Online reference check with SkillSurvey.

Step 7: Offer and background check with Shield Screening or HireRight.

Step 8: Start your professional journey with HIAS

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

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

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.

Studies have shown that women and people of color are less likely to apply for jobs unless they meet every single qualification. We strongly encourage applicants of diverse identities, backgrounds, experiences, and perspectives to apply even if you do not meet all required qualifications but have other qualifications relevant to the role that would make you a great fit for this role with HIAS

SAFEGUARDING:

HIAS is committed to the protection of children, vulnerable adults and any other person from any harm caused directly or indirectly due to their coming into contact with HIAS. We will not tolerate sexual exploitation, abuse or any form of child abuse or neglect by our staff or associated personnel. Any candidate offered a job with HIAS will be expected to sign and adhere to HIAS’ Code of Conduct and Safeguarding policies. All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records. HIAS also participates in the Inter-Agency Misconduct Disclosure Scheme. In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. Likewise, HIAS will share this information when other organizations inquire about current and former HIAS staff as part of their recruitment process. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.