Reporting to the President and the Board of Directors (“BOD”) in the Boston Islamic Seminary (“BIS”), the Administrative Assistant (AA) relieves the President and BOD of operational and administrative details and performs administrative functions that require a thorough knowledge of the BIS’s policies, procedures, and operations and an understanding of the BIS’s role within the community.  The AA has recurring contact with members of the BOD, senior administrators and executives, public and private officials, students, and donors.  The AA is expected to act as Corporate Secretary to the BOD, preparing all Board agendas and materials necessary for in-person Board meetings and Board calls; taking meeting minutes, distributing and publishing them as appropriate, while safeguarding the confidential nature of the discussions and information shared in the meetings; and filing any necessary information with the corresponding corporate entities.  The AA exercises initiative and independent judgment in managing the President and BOD’s schedules and the office’s daily activities. The AA uses discretion in the dissemination of information to faculty, students, staff and the various publics served by the Seminary.  Also, the AA will play a crucial role to oversee the logistical and administrative elements of the BIS’s Master of Islamic Religious Leadership program (“MIRL”) faculty support.  The AA demonstrates commitment to continuous quality improvement and to providing outstanding service to a variety of internal and external BIS stakeholders and maintaining an overall standard of excellence for the staff in the Office of the President and BOD.

EXECUTIVE ASSISTANT

• Organize and maintain calendar for the President.
• Coordinate logistics of all meetings for which the President is responsible, including but not limited to
• Board of Directors meetings and Faculty and Academic Affairs Office (“AAO”) and President’s meetings.
• Create meeting(s) timelines, prepare and distribute meeting notification, correspondence, agenda and materials, as well as subsequent updates or changes
• Attend all board meetings, Governance Committee Meetings, Chair-track meetings, annual staff meeting and weekly calls, record and file minutes
• Create and maintain board minutes, books and archive materials
• Establish excellent working relationship with the Chairman and Members of the BOD, faculty, Staff organization, community members/leaders, and donors in verbal, written, and electronic correspondence.
• Taking and composing minutes of all President’s meetings.
• Create and send email announcements to the seminary community on behalf of the President.
• Prepare and edit correspondence, and other needed tasks as instructed by the President.
• Create and send letters from the President for invitations, recommendations, approvals, etc.

OFFICE MANAGEMENT

• Serves as BIS’s website Edits Coordinator, blogs and other documents as requested.
• Respond to all incoming telephone and electronic messages to the President’s Office.
• Editing and sending letters to BIS mailing lists.
• Coordinate meetings, retreats, receptions, gatherings, and other events for BIS
• Maintain electronic and paper filing systems so that information can be retrieved quickly and easily.

MIRL ACADEMIC COORDINATION

• Overseeing the logistical and administrative elements of MIRL faculty support (course development, course pages, evaluations, grades, syllabi, etc.)
• Updating relevant data, information and materials on BIS website.
• Updating MIRL Faculty and Student handbooks and policies as instructed and directed by the Dean of Academic Affairs
• Scheduling and arranging logistics for all BIS meetings, conferences, and for some other seminary events related to the MIRL’s program.

• A passion for BIS’s mission.
• The individual would need to possess superior organizational skills and attention to detail, and be able to handle confidential information with utmost discretion.
• Exceptional skills in cross-disciplinary collaborative teamwork.
• Strong planning and organizational skills, ability to prioritize, manage time effectively, be flexible and work effectively under pressure.
• Educated to at least degree level with a broad range of knowledge, with understanding of education and seminary issues especially helpful.
• Must be able to converse and write easily.
• There should be relevant experience in an office environment, including demonstration of leadership abilities.

• Bachelor’s Degree, Masters strongly preferred.
• Five to 10 years of experience supporting C-level Executives, preferably in non-profit organization
• Excellent verbal, written, and communication skills are required
• Ability to communicate effectively verbally and through written correspondence as well as in communicating with individuals in one-on-one situations.
• A precise command of grammar, punctuation, spelling, and the correct usage of the English language is required.
• Adeptness with multitasking is required.
• Computer literacy is required and includes keyboarding ability and proficiency with word processing, spreadsheets, and presentation software.
• Excellent interpersonal skills to work effectively, and in a collegial and professional manner, with students, faculty, staff, internal and external constituents
• Fluency in English required.
• Sensitivity to cultural diversity and ability to interact effectively with people of all ages and diverse backgrounds
• Excellent written and verbal communication skills.