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Executive Assistant
2 weeks ago
About Us
EMERGE Connecticut is a nonprofit social enterprise committed to assisting formerly incarcerated people ages 18 and older in greater New Haven and greater Bridgeport areas to successfully integrate back into their families and communities. We work alongside people returning home as they seek a supportive and healthy transition from incarceration through paid employment, training, peer-mentorship, coaching, tutoring, and other services. At the heart of our organization are peer mentors: people who came to EMERGE to receive services and upon completing the program were promoted within to help guide those coming after them.
EMERGE's reentry model combines on-the-job training and trauma-informed services that have proven successful in New Haven since July 2011. Just 12% of EMERGE crewmembers returned to prison on a new conviction within two years of their enrollment—in contrast to over one-third of people nationwide (BOJ, 2021).
Position Overview Reports to:
Director of Training & Business Development and Director of Organizational Development
The Executive Assistant (EA) provides critical support to two senior leaders—the Director of Training and Business Development and the Director of Organizational Development. This unique role requires a highly organized and adaptable professional who can manage competing priorities, support strategic and administrative projects, and seamlessly shift between business management tasks, donor/procurement support, and grant management.
The EA will be a central connector across the leadership team, ensuring smooth workflows and maintaining the organizational systems that allow EMERGE to deliver on its mission. This position requires strong initiative, high-level communication skills, and the ability to manage up effectively in a dynamic and fast-paced environment.
Key Responsibilities
Administrative & Executive Support
Provide light scheduling support to both Directors, ensuring alignment of calendars with project deadlines and managing travel logistics as needed.
Review planning tools, financial documents, and grant-related materials to anticipate needs and provide administrative support in meeting Directors' goals.
Draft and edit internal memos, external correspondence, and other professional communications with minimal oversight.
Manage calendars, office phones, filing systems, and simultaneous projects with discernment and accuracy.
Board & Organizational Support
Manage Board calendar, communications, and records on a quarterly basis and ad hoc as needed.
Draft quarterly Board reports in alignment with Directors' goals, assemble supporting materials, and disseminate at least one week in advance of meetings.
Attend and take detailed minutes for quarterly Board meetings and other ad hoc sessions.
Support planning and execution of organizational events (e.g., Annual Family Day, Father's Day Cookout, holiday gatherings, Staff 101 Meetings).
Business & Finance Support
Provide assistance with paperwork related to permitting, bids, invoices, and contracts.
Track and submit weekly/monthly Certified Living Wage and Prevailing Wage invoicing to the City of New Haven, Innocon, and other partners.
Assist with payroll preparation, including reviewing employee timesheets and crew worksheets, with potential for direct payroll entry support.
Maintain and improve organizational filing systems (business, HR, finance, and grant management).
Renew organizational registrations related to EMERGE's nonprofit and business status annually/bi-annually as required.
Development & Grants Support
Support Directors in donor procurement, donor management, and grant administration.
Provide administrative and organizational support for fundraising activities, grant submissions, and reporting.
Office & Team Coordination
Maintain inventory and ordering of office supplies in coordination with staff across departments.
Manage office phone line with professionalism, redirecting calls and flagging urgent needs.
Oversee general organization and cleanliness of the office, ensuring a welcoming environment for staff, participants, and visitors.
Promote and model adherence to safety protocols, including OSHA and COVID-19 protocols.
Ideal Candidate
The ideal candidate will bring a balance of sharp organizational skills, excellent communication, and adaptability to support leaders with varied and evolving priorities.
Organizational Expertise: Top-notch organizational skills with a commitment to maintaining and strengthening systems.
Mission Alignment: Lived experience and/or reflective understanding of the unequal impact of prisons and policing.
Passion for Justice: Strong interest in reentry, racial justice, social enterprises, and/or EMERGE's industries (construction, landscaping, green skills).
Communication Skills: Excellent verbal and written communication skills with the ability to carry projects forward independently via phone, email, or formal materials.
Proactive Leadership: Comfort naming barriers, asking clarifying questions, and redirecting focus toward project goals in busy environments.
Experience:
o 1+ years of office management or executive assistance preferred.
o Experience managing calendars, phones, and multiple projects simultaneously.
o General knowledge of payroll or payroll assistance, preferred.
o Bachelor's degree preferred but not required.
Applicants directly impacted by the criminal legal system are strongly encouraged to apply, even if all qualifications are not met.
Schedule: 20 hours per week (in person)
*Hours are subject to change as needed to accommodate part-time schedule
Evaluation: New employees are subject to a 90-day evaluation period. A performance review will be conducted at the close of the period based on agreed-upon goals. After the initial evaluation, performance reviews will be conducted on an annual basis to assess performance to-date, and to clarify or modify this arrangement, as the need may arise.
EMERGE Connecticut, Inc. is an equal opportunity employer committed to building a diverse workforce. We strongly encourage applications from people with lived experience in the justice system, people of color, and other underrepresented groups.
Job Type: Part-time
Pay: $25.00 per hour
Expected hours: 20 per week
Benefits:
- Flexible schedule
- Paid time off
People with a criminal record are encouraged to apply
Work Location: In person
