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Executive Associate

Hoca

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Title: Executive Associate

Reporting to: Liaison to the President and Senior Director of Special Projects

Start date: January 8, 2024

Location: Washington, DC

Salary range: $44,000 – $66,000

Job classification: Full-time, exempt; Hybrid



The will be part of the President’s Office team and provide administrative and logistics support to both President and Liaison to the President by assisting with Board relations, project management, and innovative initiatives from the President’s office. This role will collaborate across the organization to meet departmental goals, interface with Board members to elevate their experience with APIA Scholars, and facilitate daily operations of the President’s office.



Responsibilities include:

Direct support to President’s Office (50%)


  • Assists and supports the President’s Office team, comprised of the President and Executive Director, the Liaison to the President, and seasonal interns, in managing executive office operations.
  • Coordinates and manages active calendars and scheduling for President and Executive Director and other members of the President’s Office.
  • Partners with the Liaison to the President on internal communications (e.g. all staff emails, internal surveys) on behalf of President’s Office.
  • Drafts, reviews and proofreads select internal documents (e.g. PowerPoint presentations, project binders, etc.) for members of the President’s Office
  • Coordinate travel of the President’s Office team (e.g. Travel to the Pacific or International travel).
  • Works within the organization to accomplish the goals and objectives of the President’s Office.
  • Interfaces and collaborates with internal departments in support of projects relating to the President’s Office.



Board Relations (25%)

  • Supports the President’s Office on Board relations, including coordinating and executing Board meetings and related events, maintaining historical Board documents, and special initiatives to enhance the Board member experience.
  • Coordinates elements of Board meetings and related event logistics to include providing technical support for attendees, taking minutes, and drafting informational emails for Board members.
  • Interfaces and maintains relationships with vendors specific to Board management and relations (e.g. Board IT platform, event vendors, etc.).
  • Coordinates and tracks Annual Board calendar and all associated deadlines.
  • Assess current practices for Board engagement and provide recommendations for improvement.



Project Management: (25%)

  • In partnership with the Liaison to the President, manages and coordinates special projects and assignments related to, or originating from, the President’s Office.
  • Drafts internal reports and updates for the President’s Office team on planned, ongoing, and completed projects.
  • Actively troubleshoots and problem-solves issues related to projects initiated by, or relating to, the President’s Office.



Qualifications

  • BA/BS’s Degree or equivalent experience
  • 0-3 years’ experience in business office or nonprofit work
  • Strong organizational skills, with a strong eye for detail, and a thoughtful, analytical approach to managing and completing tasks.
  • Ability to manage a diverse workload while meeting target deadlines
  • Event planning experience preferred
  • Deep commitment to APIA Scholars’ mission and strategy with a demonstrated understanding of Asian American, Native Hawaiian, and Pacific Islander (AANHPI) cultures and the issues affecting these communities.
  • Fluency in Microsoft 365 required

How to Apply

Please send a resume and cover letter to Matthew Rosales ([email protected]) with “<YOUR NAME> Job title” in the subject line for consideration. Applications will be reviewed on a rolling basis.

What we offer

The salary for this position is commensurate with experience. APIA Scholars provides a comprehensive benefits package including health, vision, dental, 401k, life insurance, a 4-day work week, and generous paid leave including 15 vacation days, 10 sick leave days, federal holidays, and an additional one-week winter closure. APIA Scholars provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

About APIA Scholars

Based in Washington, D.C. and founded in 2003, APIA Scholars (Asian Pacific Islander American Scholars) is the nation’s leading non-profit organization devoted to the academic, personal, and professional success of Asian American Native Hawaiian and Pacific Islander students. We celebrate our community of students whose unique stories, rich cultures, and diverse perspectives equip them to be the leaders of tomorrow. Through scholarships, higher education research and policy, and institutional partnerships, APIA Scholars carries out its mission to educate, elevate, and empower a diverse community of 25 million strong and growing.
 
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