Executive Assistant

Position Title:             Executive Assistant

Supervisor:                 Executive Director

Status:                        Full-time, hourly, non-exempt, professional starting at $14/hour  

Organizational Description

Journey's End Refugee Services, Inc. is an equal opportunity employer and seeks to employ the best-qualified personnel without regard to race, religion, color, national origin, citizenship, age, gender identity, sex, marital status, or any other reason prohibited by law.

Journey’s End Refugee Services, Inc. is a refugee resettlement and immigration services provider for the Western New York Region. Journey’s End works to assist newly arriving refugees to find gainful employment and avoid dependency on social services. 

Job Description

The Executive Assistant supports both the Executive Director and Director of Immigration Legal Services with administrative duties. The Executive Assistant should have a working knowledge of the daily operations of agency management and leadership. This is an essential position that supports the entire agency.

Primary Responsibilities:

  • Administrative support duties for Executive Director & Director of Immigration Legal Services:
    • Organize meeting arrangements including meeting room and technology set up, write and distribute agendas, organize refreshments, and take notes
    • Schedule appointments and maintain google calendar events
    • Prepare reports and assist with monitoring preparation
    • Make travel arrangements
    • Register and track CLE and trainings
    • Assist with onboarding of legal interns and volunteers
    • Update forms and timesheets
    • Assist with client and partner organization communication
    • Update and organize procedures manuals
    • Update project manager and other databases
    • Help maintain donor database and stewardship calendar
    • Other duties as assigned
  • Administrative support duties regarding Board of Directors:
    • Distribute monthly board materials
    • Coordinate all arrangements for annual off-site board retreat
    • Help coordinate all arrangements for annual off-site board/staff retreat
    • Maintain records for annual board binder
    • Other duties as assigned
  • Primary back up for Human Resources staff personnel
  • Other duties:
    • Coordinate and execute office supply orders on a regular basis
    • Process incoming US mail; log checks and invoices and distribute to Finance department
    • Work closely with staff on insurance certificates and updates including but not limited to liability insurance, D&O insurance, professional liability insurances, and cleaning company
    • Notify major TV networks of office closure due to inclement weather
    • Work closely with Admin staff on agency events


  • Associate’s degree preferred
  • Strong attention to detail
  • Ability to multitask
  • Effective written and oral communication skills
  • Proficiency with Microsoft Office required 

Journey’s End is committed to the purpose of providing refugees with the resources and support they need to become successful, active, and contributing members of the Western New York community. The ideal candidate must be self-directed and able to work in a team environment.

Send resume, cover letter, and three references to: jobs@jersbuffalo.org

Please include job title in subject of email.

Please include phone and email contact in the cover letter.
***Incomplete applications will not be considered. ***

© 2019 Journey's End Refugee Services, inc.
Where Home Begins Again
2495 Main Street - Suite 530 - Buffalo, NY 14214
Phone: (716) 882-4963 | Fax: (716) 882-4977