Administrative and Membership Assistant

THE ORGANIZATION

GCIR envisions a society in which everyone thrives no matter where they were born. To make that vision a reality, we galvanize philanthropy to advance immigrant and refugee justice and belonging. As the nation’s only immigrant-focused philanthropy-mobilizing organization, we work with our more than 140 member institutions, the 1,200 individual grantmakers in our network, our partners in the field, and other philanthropic affinity groups to move money and power for immigrants, refugees, and asylum seekers.

In 2017, Inside Philanthropy named GCIR the Funders’ Affinity Group of the Year for leading funder pushback to anti-immigrant policies. Today, amid both continued challenges and significant opportunities for immigrants, refugees, and asylum seekers, we are building on our 32-year history to drive short- and long-term immigrant-related philanthropic investments and advance a vision for a just, equitable, and inclusive society for all.

Our work in the philanthropic sector is grounded in the following values:

Justice: We are committed to racial, social, and economic justice.

Belonging: We believe that belonging is essential to building strong communities and a healthy democracy.

Humanity: We believe that everyone is connected by our shared humanity.

Courage: We believe that taking risks is imperative to achieve a just and equitable society.

Solidarity: We are united with other movements and communities in the pursuit of civil and human rights.

The GCIR staff comes from all walks of life, many of us with immigrant and refugee backgrounds and some of us with non-traditional career paths. We have an office in the San Francisco Bay Area and remote staff in 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 Administrative and Membership Assistant supports GCIR’s executive, governance and membership 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.

Office of the President Support (~65%)

• Manage and coordinate the President’s calendar, including monitoring upcoming commitments and appointments, responding to scheduling requests and developing 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 (e.g., CA Dignity for Families Fund) meetings as directed by the Chief of Staff and the President and handle all logistics
• Support Chief of Staff, as needed, including scheduling board and committee meetings, handling all logistics and arrangements related to in-person board meetings and staff retreats (e.g., hotels, meeting locations, meals, travel, vendor contracts, arranging meeting supplies, develop event itinerary, coordinating with out of state point of contacts), managing holiday gifts

Membership Support (~30%)

• Prepare membership invoices and track membership payments and status updates in Salesforce.
• Conduct ongoing assessments of membership activities and provide membership information for various reports and updates.
• Monitor membership email correspondence account and provide general information to inquiries about GCIR’s membership.
• Respond to and route member requests for assistance and research to appropriate staff members.

Additional Responsibilities (~5%)

• Manage organization wide Admin Calendar and Inbox
• Prepare for and participate in staff meetings and other organizational development trainings and retreats
• Manage staff birthdays and work anniversary gifts
• Manage org-wide document sharing system
• Assist with general organizational needs/projects as they arise

SKILLS & QUALIFICATIONS

• Meticulous organizational skills, attention to detail, accuracy, thoroughness, efficiency, and timeliness in completing work
• Advanced proficiency in all Microsoft Office applications, particularly Outlook, Word, Excel, and PowerPoint, as well as Salesforce, Zoom, AdobeSign, Doodle Calendly, Expensify, GoogleDrive and project management software.
• High degree of comfort with technology and ability to learn new software applications quickly
• Familiarity with social media and other communications platforms
• Excellent oral and written communication skills
• Self-motivated individual with the ability to apply common sense and exercise sound judgment in problem solving
• Ability to manage multiple tasks and priorities and to respond to changing and sometimes ambiguous situations
• Ability to work in a highly collaborative environment, and outstanding interpersonal and external partner support skills, with particular ability to respond and attend to the needs of field leaders and the philanthropic sector
• 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
• Knowledge of and/or commitment to social justice issues
• Ability to “manage up” and work effectively with executive who has a heavy travel and meeting schedule
• Ability to develop a productive working relationship with key stakeholders, including board of directors, funders, and members
• An associate’s or bachelor’s degree is preferred but not required for candidates with relevant experience

EXPERIENCE

• A minimum of two years of progressively responsible experience in administrative support is required; experience supporting a busy executive is preferred; experience supporting board of directors is preferred; candidates with more years of experience are welcome
• Interest in the immigrant/refugee rights field is important

LOCATION

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

COMPENSATION AND BENEFITS

The compensation range is $27 to $32/hr depending on years and type of experience, as well as level of education and training. GCIR offers a competitive salary and an excellent benefits package, including employer-paid health insurance, 401(k) contribution, generous vacation, mental health days, 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.

Please submit a cover letter and resume to [email protected] with “Administrative and Membership Assistant” in the subject line. For priority consideration, candidates are encouraged to submit materials by January 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.