The Asian & Pacific Islander American Health Forum (APIAHF) influences policy, mobilizes communities, and strengthens programs and organizations to improve the health of Asian American, Native Hawaiian, and Pacific Islander (AA and NHPI) populations. Founded in 1986, APIAHF advocates on issues critical to the health and well-being of our diverse and vibrant communities. We approach our work with the philosophy of coalition-building and developing capacity for AAs and NHPIs and other, diverse racial/ethnic communities. APIAHF is based in Oakland, CA and has an office in Washington, DC, which primarily focuses on policy and communications.
Position: Executive Assistant/Office Manager
Location: Washington, D.C.
Reports to: Chief of Staff / SVP for Government & External Relations
Status: Full-time, Exempt
Compensation: Competitive salary, commensurate with experience; excellent benefits
The Executive Assistant/Office Manager assists in the overall operation of the D.C. office, serving an integral administrative role in support of the APIAHF’s Policy Advocacy and Network Initiatives (PNI) division and the DC-based executive. Core duties include: office and facility management; administration support (for procurement & contracts; expense reconciliation; data tracking and maintenance); scheduling and travel for local/national meetings and conferences; and policy programmatic support, including special projects.
The ideal candidate will demonstrate: thoroughness and careful attention to detail; ability to exercise discretion and independent judgment with respect to prioritization of competing and time sensitive deadlines; thorough knowledge of office computer applications; and temperament to communicate with a variety of personalities in a pleasant and professional manner.
Duties and Responsibilities:
• Office and facility management for the Washington D.C. office
• Overall administration support to the Policy & Network Innovation division and SVP of Government & External Relations, including the following areas:
- Scheduling and travel for local/national meetings and conferences, sometimes in coordination with the Oakland office
- Procurement and contracting for the organization
- Budget and expense reconciliation (i.e. monitoring and tracking expenditures, preparing monthly budget reports)
- Data entry, tracking and maintenance with CRM and policy applications (i.e., Salesforce, KnowWho)
• Administrative and program support to the Policy team including:
- Organization and preparation of policy briefing materials and presentations
- Responding to technical assistance requests from diverse stakeholders (the Hill, community organizations, coalition partners, etc.)
- Monitoring and tracking policy changes that impact the health of Asian Americans, Native Hawaiians and Pacific Islanders
• Assistance with special projects and other duties as assigned.
- Bachelor’s degree with 5 years of experience supporting a fast-paced office environment, or 10 years of progressive experience as an Executive Assistant, including office management responsibilities
- Some experience or knowledge in health policy and advocacy issues of Asian Americans, Native Hawaiians, and Pacific Islanders, or immigrant communities
- Thoroughness and careful attention to detail and solid organizational skills
- Ability to prioritize workload and complete assignments in a timely manner, meeting deadlines and working efficiently in a busy environment
- Strong computer skills including Microsoft Office (Word, Excel, Outlook, PowerPoint) and internet applications in a Windows environment
- Strong oral and written communication skills
- Strong interpersonal skills, problem solving and political acumen
- Experience working effectively in team environment and ability to work cooperatively and courteously with others
- Ability to exercise discretion and independent judgment, generally
- Experience or interest in a non-profit organization working in health or public policy
- Tech and social media savviness, particularly with Salesforce, Classy, and Concur
- Demonstrated experience working with Asian, Pacific Islander and/or immigrant communities
- Bi-lingual or bi-literate in an Asian, Pacific Islander and/or second language
General APIAHF Roles:
- Serves as an ambassador and steward of the organization
- Fosters an environment that promotes trust and cooperation
- Enforces policies and procedures, including maintenance of confidentiality, to ensure that the principles of APIAHF are implemented
- Accountable for participation in decision making processes and understanding the outcomes
- Understands the values and principles of APIAHF and applies them in work responsibilities
- Participates in organizational activities and serves on ad hoc committees, as requested
- Attends APIAHF and Board of Directors meetings, when requested
Mental and Physical Demands:
- Pace of work is fast
- Standing time required is 20% including walking
- High level of concentration and attention to detail required
- Time speaking and listening: 40%
- Ability to travel by plane for long periods of time (i.e. 3 hours or longer): 5% to 10%
- Decision making impact: medium to high
- Bilingual Skills: Preferred
- License or credentials: Bachelor’s degree
- Supervisory Responsibility: None
Position open until filled
Please send resumes to [email protected].
Resumes should be addressed with the ‘Subject Line: Application for Executive Assistant’.