NLIHC Seeks Executive Assistant
NLIHC seeks an executive assistant who will be responsible for providing administrative and support services to the President and CEO and the Chief Operating Officer to assist in the effective and efficient management of the Coalition, with particular emphasis on assisting the Board of Directors.
Office of the President and CEO
- Provide the full range of administrative support to ensure that the office of the President and CEO operates in an efficient manner.
- Receive and screen telephone calls to President and CEO, take messages, and make or facilitate return calls.
- Receive and schedule meetings and appointments for President and CEO, as assigned by President and CEO.
- Keep track of all speaking engagements, submit relevant documents to requesting organizations. Pay particular attention to whether requests are for virtual or in-person speaking.
- Work with Communications team to ensure all media requests are scheduled in a timely manner.
- Keep track of all President and CEO’s activities, and complete monthly program tracking.
- Receive and prioritize requests for President and CEO’s input, feedback, or approval from other staff; ensure that all requests are dealt with in a timely manner.
- Provide President and CEO with daily itinerary with time and place of all appointments; know President and CEO’s whereabouts and provide information to staff, Board, and others.
- Prepare acknowledgement letters for all memberships and donations for President and CEO’s signature within five days of receipt.
- Arrange for and set up meeting space and conference calls, as needed.
- Maintain President and CEO’s and the Coalition’s permanent files, including chronological files; assist with management of archives.
- Generate minutes and letters; draft documents as requested by CEO and perform formatting, data entry, and copying.
- Place orders for materials and other purchases for President and CEO and entire office; ensure all equipment used by President and CEO is in good working order and supplies are replenished.
- Assist in completing organizational and funding reports.
- Provide support to President and CEO’s research projects.
- Provide assistance on fund development activities as needed.
- Serve as primary liaison with Board of Directors for logistical and informational purposes. Make facility arrangements for in-person and virtual meetings and arrange board travel and accommodations, as needed.
- Send timely notices for all scheduled meetings of the Board, Executive Committee, and Board Committees: Finance, Nominating, Investment, and others. Collect RSVPs.
- Prepare and distribute monthly Board packets and all meeting materials. Maintain annual Board book and up-to-date contact and other information on all Board members.
- Assist with staffing/assigning board committee members.
- Prepare correspondence from Board Chair and other Board members as needed.
- Take minutes of Board and Board committee meetings and draft complete minutes in a timely manner.
- Arrange for recognition of outgoing members at annual meeting.
- Receive, open, date, and sort all mail and incoming packages. Ensure mail is stamped and mailed every workday afternoon.
- Monitor general voicemail, fax, and Info and general inboxes; forward communications to appropriate staff.
- Copy and mail Memo to Members and Partners newsletter every Monday to those who receive it via U.S. Post.
- Respond to all requests and orders for NLIHC publications. Mail out requested publications in a timely manner.
- Provide administrative support to the COO on an ongoing basis related to calendar updates (NLIHC shared/COO calendar), Outlook contacts, and Intern postings.
- Income Tracking. Prepare income tracking forms on all revenue received for coding by the Chief Operating Officer within one day of receipt. Stamp date on all checks. Make copies of all checks and accompanying documents.
- Deposits. Prepare and make bank deposits on Fridays, the last day of each month, and upon receipt of large checks.
- Cash Log. Maintain accurate log of revenues as they are received.
- Enter all data in database within five days of receipt.
- Prepare receipts for submission to Senior Director of Administration
- Ensure income tracking forms are completed
- Assist with maintenance of CRM database (Salesforce). Assist with member prospects and other data entry.
- Maintain adequate inventory of all routine office supplies; ensure all supplies are maintained in an orderly and accessible fashion.
- Ensure that office door and elevators are secured/unsecured, as needed.
- Ensure orderliness of reception area, workroom, and copy room.
- Assist National AIDS Housing Coalition with logistical support in their use of NLIHC office space.
- Provide assistance as assigned for annual Housing Policy Forum and Housing Leadership Celebration/Reception, semi-annual state coalition meetings, and other events. (report to COO)
- Compile and ensure updating of standard operating procedures (SOPs) for the Coalition.
- Attend all meetings of Board of Directors, state coalitions, and Board standing committees; participate in staff meetings, retreats, training, and all Coalition events. (report to CEO and COO)
- Other duties as assigned. (report to CEO and COO)
Applicants must possess highly developed organizational, administrative, interpersonal, oral and written communications skills; proficiency in all Microsoft Office software applications; knowledge of and skill in operating office equipment; ability to perform several tasks simultaneously; and a commitment to social justice; A bachelor’s degree is required; non-profit experience is preferred.
An equal opportunity, affirmative action employer, NLIHC offers a competitive salary and benefits package. This is a full-time position located in Washington, DC (with flexible telework).
Interested candidates should submit a resume, cover letter with salary requirement, two writing samples, and three references (references will not be contacted before consulting with candidate), to Bairy Diakite, director of operations, at: [email protected]
NLIHC Internship Opportunities
The National Low Income Housing Coalition (NLIHC) is a national nonprofit dedicated to achieving socially just public policy that ensures the lowest-income people in the U.S. have decent, affordable homes. Join NLIHC’s efforts to end homelessness and housing poverty in America!
NLIHC accepts applications for our internship positions on a continuous rolling basis. Interns are highly valued and fully integrated into our staff work. We seek students passionate about social justice issues, with excellent writing and interpersonal skills.
The available positions are:
Fall (Sept. to Dec.) and Spring Semesters (Jan. to May).
Note: Summer Interns (June-Aug.) for Policy, Field, and Research will be considered only for students whose school or other program provides a stipend.
Policy Intern. Tracks new legislation, attends and summarizes congressional hearings for the Memo to Members newsletter, participates in visits to congressional offices, develops materials for use in lobbying the House and Senate to achieve NLIHC’s policy agenda, and updates the NLIHC Congressional database.
Field Intern. Assists the NLIHC Field team in creating email campaigns focused on important federal policies, writing blogs, managing our database of membership records, mobilizing the field for the legislative efforts, and reaching out to new and existing members.
Research Intern. Assists in ongoing quantitative and qualitative research projects writes weekly articles on current research for Memo to Members, attends briefings, and responds to research inquiries. Quantitative skills and experience with SPSS a plus.
Fund Development Intern. Supports NLIHC fund development activities and events that enable the Coalition to obtain the necessary resources to fulfill its mission of ending homelessness and housing poverty in America, including researching prospective funders, monitoring incoming donor data, coordinating mailing campaigns, maintaining client relations management data, and other fundraising activities. The individual will also support NLIHC with other key operational needs. The fund development intern will report to the NLIHC development coordinator. NLIHC seeks someone with strong organizational skills, attention to detail, and communications (oral, interpersonal, and written) skills, as well as a strong commitment to social justice. Experience using Salesforce is a plus.
Fall (Sept.-Dec.), Spring (Jan.-May), and Summer Semesters (June-Aug.)
Communications/Media/Graphic Design Intern. Assists with designing collateral material such as brochures, flyers, infographics, and social media imagery, and updating content on the NLIHC website. They also prepare and distribute press materials, assist with media research and outreach for publication releases, work on social media projects, maintain a media database, and track press hits. Some experience with graphic design and Adobe Creative Cloud (Illustrator, InDesign, and/or Photoshop) is needed.
Summer, Fall, and Winter interns are expected to work 25 hours a week. Two-semester placements are possible. NLIHC provides modest stipends.
A cover letter, resume, and writing sample are required for consideration. In your cover letter, please specify the position(s)/semester for which you are applying. Communications/Media/Graphic Design interns should also submit three examples of graphic design work (attachments or online portfolio).
Interested students should send their materials to: Bairy Diakite, operations manager, National Low Income Housing Coalition, 1000 Vermont Avenue, NW, Washington, DC 20005 via email to: [email protected]