About AAI: The Arab American Institute (AAI) is a national civil rights organization providing strategic analysis to community members, partners, and policymakers to strengthen our democracy, protect civil rights and liberties, and defend human rights. AAI mobilizes more than four million Arab Americans across the country to ensure an informed, organized, and effective constituency is represented in all aspects of civic life. Through research and analysis, convenings and forums, issue briefs and reports, and direct community and media engagement, AAI maintains a strong presence in policymaking on issues impacting civil rights, civil liberties, the First Amendment, and an inclusive democracy. Our programming equips communities with the tools and data necessary to strategically combat xenophobia, anti-Arab racism, and bigotry in all its forms.
Our Theory of Change: Our democracy is strongest when communities are empowered and engaged. We believe that advancing the democratic ideals of equality, justice, and inclusion requires every community to participate fully in civic life.
Our Team: AAI is committed to principled, impactful work in service of civil and human rights for all. An ideal AAI team member is a self-starter who can manage competing priorities and brings a deep commitment to protecting civil rights, human rights, and civil liberties. We are a dedicated, collaborative team united by a shared mission and a drive to make that mission count.
AAI is an equal opportunity employer. All qualified applicants will receive consideration without regard to race, ethnicity, color, national origin, religion, sex, gender identity, sexual orientation, age, disability, veteran status, or any other characteristic protected under federal, state, or local law.
Work Environment: AAI’s team is mission-driven, fast-paced, and collaborative. Our office, just blocks from the White House, operates Monday through Friday. We currently work in-office Tuesday through Thursday, with remote work available on Mondays and Fridays, though candidates should be prepared for this policy to shift to fully in-person. Some travel and additional hours may be required.
Compensation and Benefits: The target salary range for this position is $55,000 to $60,000, commensurate with relevant professional experience. AAI also offers a competitive benefits package, including excellent health insurance, a retirement plan, and a generous leave policy.
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POSITION SUMMARY
The Administrative Assistant advances AAI's mission by supporting executive leadership and managing day-to-day office operations. This role also provides support to the Finance Manager in accordance with AAI policies and procedures. The ideal candidate is well-organized, detail-oriented, and thrives in a collaborative, people-centered environment.
MAIN RESPONSIBILITIES
The Administrative Assistant must be adaptable to evolving responsibilities and capable of managing both time-sensitive and long-term projects across a range of organizational priorities. Essential responsibilities include but are not limited to:
Office Operations
- Provide scheduling, correspondence, and meeting support for the Executive Director and President, ensuring efficient coordination of daily tasks and long-term priorities.
- Coordinate the weekly Washington Watch column and the Coffee & Column virtual discussion series.
- Assist with travel coordination, briefing materials, and follow-up actions related to meetings and public engagements.
- Serve as the point of contact for incoming media inquiries, coordinating internally to fulfill requests and scheduling interviews or press calls as needed.
- Answer incoming calls to the main line and direct inquiries internally as needed.
- Maintain internal calendars and shared documents to facilitate cross-departmental communication.
- Monitor media coverage and update the website weekly with coverage and appearances.
- Monitor and fulfill requests received via the communications inbox and web form.
- Serve as the principal liaison with building management to address maintenance requests and visitor clearances.
- Serve as the principal point of contact for vendors and service providers, exercising judgment to escalate items requiring additional attention to the Chief of Staff.
- Oversee office supplies, equipment, and workspace needs to maintain an efficient, organized environment.
- Support planning and logistics for internal meetings and organization-wide events.
- Support onboarding of new staff and administer benefits programs, including the annual open enrollment process, in compliance with AAI policies and procedures.
- Perform other duties as assigned.
Finance Operations
- Assist with routine recordkeeping including mail processing, check deposits, returned mail, and corresponding member record updates.
- Assist with physical and electronic filing following established naming conventions.
- Assist with monthly closing, including reconciling petty cash, postage accounts, and PTO/vacation hours; verifying new grants and contracts are classified and added to the General Ledger; recording in-kind donations; and reconciling the monthly credit card statement and submitting to the accounting firm.
- Submit monthly reports of checks deposited and online donations to the Finance Manager.
QUALIFICATIONS
- Commitment to and understanding of AAI's mission.
- Familiarity with AAI's administrative and financial systems and operating procedures.
- Strong writing and editing skills.
- Strong organizational skills with attention to detail and follow-through.
- Enthusiastic work ethic and strong interpersonal skills.
- Ability to work both collaboratively and independently.
- Ability to manage multiple priorities under tight deadlines.
- Proficiency in Microsoft Office Suite, including SharePoint, Outlook, Word, Excel, and PowerPoint.
- Ability to handle sensitive information with discretion and maintain strict confidentiality.
The responsibilities outlined above describe the general nature and level of work expected of this role. They do not constitute an exhaustive list of all duties or requirements. AAI reserves the right to amend responsibilities and requirements as needed to meet organizational needs.
HOW TO APPLY
Interested candidates should submit a cover letter, resume, writing samples, and three references to Margaret Lowry (opportunities@aaiusa.org). Additional information may be available at www.aaiusa.org/opportunities.
Due to the volume of applications received, we are only able to respond directly to candidates selected for an interview. Thank you for your interest in AAI.
Pay: $55,000.00 - $60,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Health savings account
- Paid time off
- Parental leave
- Vision insurance
Work Location: In person
