Organizational Description

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, DC
Reports to: Senior Director of Government Relations and Policy
Status: Non-Exempt
Compensation: Competitive salary, commensurate with experience; excellent benefits

Position Summary

The Executive Assistant/Office Manager serves an integral administrative and supportive role in APIAHF’s Policy Advocacy and Network Initiatives (PNI) division. Duties include: office and facility management, procurement and contract administration support, data maintenance and support for systems implementation and application integrations, coordination of conferences, meetings, and complex travel arrangements, expense reconciliation. The ideal candidate will be detail-oriented and able to prioritize and perform multiple administrative functions with competing and tight deadlines.

Duties and Responsibilities

  • Provide administrative support to the PNI team
  • Assist with the procurement and contract process for the organization
  • Office Management and administrative duties for the Washington D.C. office
  • Prepare agenda, plan and organize meetings
  • Assist in planning internal agency functions, activities and events
  • Perform credit card reconciliation duties for the PNI team
  • Monitor, track and reconcile budget expenses (travel and contract)
  • Assist in the implementation of KnowWho and integration into Salesforce
  • Special projects and perform other duties as assigned, such as pulling information from databases like CQ and preparing advocacy materials for meetings

Required Qualifications

  • Bachelor’s degree with 5 years of experience in administrative support and office management, or 10 years of progressive experience as an Executive Assistant, including office management responsibilities
  • Acute attention to detail and solid organizational skills
  • Strong computer skills including Microsoft Office, Word, Excel, Outlook, PowerPoint, andinternet applications in a Windows environment
  • Effective interpersonal, verbal, and written communication skills, including good spelling and grammar
  • Effective problem solving skills
  • Ability to prioritize workload and complete assignments in a timely manner, meeting deadlines and working efficiently in a busy environment
  • Experience working effectively in team environment

Desired Qualifications

  • Experience or interest in a non-profit organization working in health or public policy
  • Tech and social media savvy, particularly with Salesforce, Classy, and Concur
  • Demonstrated experience working with Asian and/or Pacific Islander communities
  • Bi-lingual or bi-literate in an Asian or Pacific Islander language

General APIAHF Roles

  • Fosters an environment that promotes trust and cooperation among clients and staff.
  • 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 other activities, agency advocacy, 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: 5% to 10%

Other Attributes

  • Decision making impact: medium
  • Bilingual Skills: Preferred
  • License or credentials: Bachelor’s degree
  • Supervisory Responsibility: None

To apply for this position please send a resume and cover letter to [email protected] with the subject heading “Executive Assistant/Office Manager Application.” Deadline for application is February 28, 2019.