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2013-05-16 23.40.00_600x399

 

Paid Staff Opening: Executive Assistant (full-time)

Click here to apply for the open Executive Assistant position.

Click here to download the Job Description (also listed below)

Job Summary

iLEAP is looking for an Executive Assistant (EA) with a versatile administrative support skill set, a gift for organization and efficiency, who thrives in managing details and systems integrity, and who enjoys working cross-cultural, collaborative environments. The EA reports to the Executive Director and is responsible for performing a number of administrative, HR, development, and programmatic duties. A successful EA candidate loves working with and serving others and shows initiative and collaborative skills to work effectively with iLEAP constituents to accomplish our mission. This position may represent and act as an ambassador for iLEAP to a number of different constituencies including board members, space renters/tenants, program participants, and iLEAP supporters.

As a small, but high-functioning organization with a deeply committed core staff, the ideal candidate will be someone who can fit in our team that values personal growth, diversity, and a global mindset. We strongly encourage immigrants and non-US citizens to apply.

Primary Job Duties

Administration, General

  • Provide support to the Executive Director on all administrative matters including meeting deadlines, maintaining schedules and workflows, and ensuring a positive and productive workplace;
  • Maintain office services by organizing office operations and procedures; including,
    • triaging external correspondence (emails and phone calls);
    • maintaining filing systems.
  • Maintain the integrity of organization’s data management systems, particularly in the cloud-based systems of Office 365, Salesforce and Asana;
  • Support the timely receipt of staff submissions including timesheets, expense reports, and reimbursements;
  • Maintain office efficiency by implementing office systems and timely procurement of supplies and equipment;
  • Cultivate and maintain vendor relationships (telecommunication, accommodation, transportation, etc.);
  • Negotiate accounts with service providers;
  • Support Executive Director and iLEAP Board of Directors, including records management, meeting coordination, and onboarding of new directors;
  • Serve as the main point of contact in the recruiting, orienting, and training of new employees;
  • Maintain the iLEAP Employee Handbook to maintain relevance;
  • Administer personnel policies in the iLEAP Employee Handbook;
  • Maintain all employee accrual records;
  • Ensure legal hiring and termination procedures;
  • Manage employee benefit program;
  • Supervise volunteers and interns;
  • Manage and recognize volunteer service to iLEAP;
  • As needed, support iLEAP Space Rental program.

Administration, Programs

  • Prepare and coordinate all visa and immigration matters for program participants, including letters of support, attorney briefings, travel arrangements, etc.;
  • Under the guidance of Program Team, support participants’ needs of telecommunication, transportation, and accommodation—including homestays;
  • Provide other administrative support to program staff, as needed;
  • Provide general support to iLEAP learning team, as needed;
  • Contributes to team effort by accomplishing related results, as needed.

Administration, External Affairs

  • Provide support to the Executive Director and Director of External Affairs on all matters related to external affairs work—including, but not limited to database management, special events, donor stewardship and cultivation, institutional partnership support, alumni support, collateral creation, website, and electronic and hard-copy mailings.

Time Allocation

  1. Operations 50%
  2. Programs 30%
  3. External Affairs 20%

Core Competencies

  • Alignment with iLEAP vision and mission;
  • Ability to manage multiple, diverse projects;
  • Initiates and creates planning processes for others to follow;
  • Initiative and create clear project workflows for others to follow;
  • Initiates, creates, and follows budgets;
  • Clear, effective and efficient communicator;
  • Skilled at working in teams and independently;
  • Resourceful and solution-oriented;
  • Creative problem-solver
  • Flexible, patient and compassionate;
  • High level of self-awareness;
  • Skilled at giving and receiving feedback;
  • Highly organized with attention to detail;
  • Skilled at prioritization and time management;
  • Ability to communicate with diverse audiences;
  • Takes pride in seeing a project through to the end and meets the deadline;
  • High standards of excellence;
  • Understands what it means to “manage up” and how to be efficient and productive with other’s time.

Qualifications

  • Minimum of 3 years of experience as a successful administrator and/or executive assistant;
  • English language fluency (speaking and listening), advanced (writing);
  • 2nd language fluency (speaking and listening), advanced (writing).

Other Skills

  • Office 365
  • Asana/Workflow platform
  • SalesForce/CRM
  • Constant Contact
  • Quickbooks

Overview

  • Reports to: Executive Director
  • Salary Range: $19.50-22.50/per hour, DOE
  • Initial contract: 3 months, long-term renewal TBD
  • Hours: full-time, 40 hours/week, with seasonal times that are more busy than others; some evenings and weekends. Some travel may be required.
  • Benefits: flexible work schedule, strong work culture of personal and professional growth
  • To apply visit this link: https://ileap.formstack.com/forms/exec_asst

 

Paid Staff Opening: Hospitality Coordinator (part-time)

Click here to apply for the open Hospitality Coordinator position.

Click here to download the Job Description (also listed below)

Primary Job Duties

Programs Hospitality and Administration

  • In consultation with Program Team(s), ensure that all program participants feel welcomed, prioritized and supported throughout their time in Seattle;
  • In consultation with Program Team(s), coordinate all travel arrangements for incoming program participants;
  • In consultation with Program Team(s), coordinate all accommodation arrangements (homestays, Air B&B, hotels) for incoming program participants;
  • Provide other support to program staff, as needed.

External Affairs Hospitality and Administration

  • Work closely with external affairs team to take responsibility for homestay cultivation and stewardship;
  • Work closely with external affairs team on events related to iLEAP programs and special events related to donor cultivation and stewardship;
  • Provide other support to external affairs team, as needed.

Operations Hospitality and Administration

  • Responsible and accountable for the organization, cleanliness, and aesthetic of iLEAP training and office space;
  • Provide high-level customer service and hospitality for all those who use and are connected to the iLEAP space;
  • Represent iLEAP with Good Shepherd Center resident management and its tenants and work to maintain positive relationships;
  • Coordinate guest reception;
  • Provide other support to operations team, as needed.

Operations: Space Rental Program Hospitality and Administration

  • Coordinate negotiations for space contracts and book event space, order supplies and audiovisual equipment, and ensure appropriate décor (florals, linens, color schemes, etc);
  • Gather information on each booking to achieve quality event productions;
  • Propose new ideas to improve the event planning and implementation process;
  • Manage and supervise event preparation, during the event, and clean up for events as necessary, ensuring all building and rental regulations are followed;
  • Manage and track space rental revenues and expenditures;
  • Inform iLEAP leadership by reviewing and analyzing rental data; summarizing information; identifying and presenting trends and opportunities;
  • Initiate and manage the marketing and advertising of space rental activities to outside clientele, including scheduling walk-throughs, Open Houses, promotional materials, and outside sales.

Time Allocation
1. Programs 25%
2. External Affairs 25%
3. Operations 50%

Core Competencies

  • High level of self-awareness;
  • Skilled at giving and receiving feedback;
  • Alignment with iLEAP vision and mission;
  • Cross-cultural hospitality;
  • Skilled at working in teams and independently;
  • Resourceful and solution-oriented;
  • Creative problem-solver
  • Flexible, patient and compassionate;
  • Clear, effective and efficient communicator;
  • Ability to communicate with diverse audiences.

Qualifications

  • Minimum of 3 years of experience in the broad field of hospitality (hotel, travel/tourism, event management, food services, etc);
  • English language fluency (speaking and listening), advanced (writing);
  • Experience working outside of the US, a plus.

Other Skills

  • Office 365
  • Asana/Workflow platform
  • SalesForce/CRM
  • Constant Contact

Overview

  • Reports to: Executive Director
  • FTE: 50% to 75%, seasonal, may increase
  • Salary Range: $21.50-23.50/per hour
  • Initial contract: 6 months, long-term renewal TBD
  • Benefits: flexible work schedule, strong work culture of personal and professional growth
  • To apply visit this link: https://ileap.formstack.com/forms/hosp_coordinator

 

Volunteering

There are a number of ways that you can volunteer your time and share your skills with iLEAP. Please email info@iLEAP.org with your questions.

  • Event Support: venue set up & take down, greeting attendees, overall event preparations
  • Program Support: helping to provide “behind the scenes” support for specific training activities
  • Operations Support: general space maintenance and assistance–we have a large and beautiful office space, so we’re always looking for help in taking care of it!