Administrative Assistant, Development and Partnerships

Type: Full-time

Location: Remote; willing and able to work ET work hours when needed

Reporting to: Senior Director of Development

Timeline: To start as soon as possible

WELCOME.US

Welcome.US inspires and empowers people from across divides to unite in common purpose, welcome newcomers, meet their essential needs, and help them thrive. Since our founding in the fall of 2021, Welcome.US has helped to build the largest welcoming coalition in refugee resettlement history. We began by welcoming our Afghan allies and have now expanded our efforts to welcome our new Ukrainian neighbors as well. 

In partnership with local and national resettlement agencies, Afghan American and Ukrainian American organizations and leaders, refugees, community sponsorship groups, nonprofits, businesses, faith-based groups, veterans, universities, four former Presidents, and four former First Ladies, Welcome.US is the single point of entry for Americans who want to get involved and support those who are starting new lives in the United States.  

DEVELOPMENT AND PARTNERSHIPS TEAM

Welcome.US is growing its Development and Partnerships team, sitting under the Chief Development and Partnerships Officer (CDO). This team is responsible for strategic planning, fundraising, as well as cultivation and day-to-day management of donor and private sector partnerships in alignment with the top priorities of Welcome.US. 

ADMINISTRATIVE ASSISTANT, DEVELOPMENT AND PARTNERSHIPS 

Welcome.US is seeking an Administrative Assistant to support its Development and Partnerships Team. This position will report to the Senior Director of Development and provide high-quality administrative support across the team, including: scheduling meetings with internal and external stakeholders, maintaining and organizing multiple calendars, managing travel arrangements, entering and maintaining data in a customer relationship management (CRM) tool, and providing administrative support for grants operations. 

The ideal candidate will have excellent organizational skills, creative problem-solving skills, a proactive and solutions-focused mindset, and clear and proactive communication. Specific duties and responsibilities will include the following:

Scheduling and Managing Calendars

Organize and maintain calendars for the CDO and other senior members of the Development and Partnerships team  Schedule meetings with both internal and external stakeholders Manage travel arrangements and itineraries for the team Uphold a strict level of confidentiality

Development Operations

Track fundraising outreach and donor engagement in EveryAction Perform desktop research to facilitate fundraising and partnership development with corporations, major donors, and foundations Assist with preparing donor-facing materials Maintain a high level of organization and work within current systems while suggesting improvements Complete travel expense reports

Grants Administration

Track grant details, deliverables, and deadlines in EveryAction and Google Calendar Ensure proper recordkeeping and compliance with all grant reporting and administrative requirements Assist with preparing and submitting grant applications, donor acknowledgement letters, and grant reports

THE IDEAL CANDIDATE

The ideal candidate for this position will have the following skills, experience, and characteristics:

Required Skills and Experience

Experience as an administrative assistant or in a similar support role Strong time management skills, including the ability to simultaneously manage multiple tasks and competing priorities while maintaining flexibility and responsiveness to changing needs Meticulous attention to detail, including the ability to follow highly specific rules and requirements from different grant applications and reporting systems Proficiency with technology and experience with or ability to quickly learn new platforms, such as Google Workspaces, Microsoft Office, Zoom, Slack, EveryAction, AirTable, and Trello Strong verbal and written communication skills 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 Welcome.US staff, partner organizations, funders, and other stakeholders Professional discretion, especially when handling sensitive or confidential information Desire to learn and develop new skills and find innovative solutions to challenges Openness to feedback from colleagues and to being part of collaborative and iterative processes Ability to work with a diverse team across many time zones Experience performing administrative assistant work remotely and with a remote supervisor

Preferred Skills and Experience

Familiarity with grant application and reporting processes Strong relationship building skills and ability to forge and manage relationships with a range of people and organizations

Desired Skills and Experience

Experience working at a nonprofit organization  Experience with or strong interest in issues related to immigration or refugee resettlement

COMPENSATION AND BENEFITS

Welcome.US is a sponsored project under Rockefeller Philanthropy Advisors, which offers a competitive compensation and benefits package, including health coverage, retirement benefits, paid sick leave, vacation and holidays, tuition reimbursement, and access to professional development resources.

TO APPLY

Welcome.US 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, LGBTQ individuals, those from immigrant and refugee backgrounds, differently-abled people, formerly incarcerated people and people of any and all traditionally 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 jobs@welcome.us with the subject line “Administrative Assistant, Development and Partnerships - [Last Name].” In your cover letter, please explain why you are interested in this role and how your experience and skills are relevant. 

This position will remain open until the right candidate has been identified; however, for priority consideration, candidates are encouraged to submit materials by Wednesday, June 22. If you previously submitted an application to Welcome.US, we ask that you kindly re-send. No phone calls or email inquiries please.