Executive Assistant at the South Asian American Digital Archive (SAADA)

SAADA is an organization on the rise, and we are seeking an Executive Assistant to support our Executive Director in further solidifying SAADA as a national leader in community-driven storytelling. If you are a conscientious, curious, and striving individual, we invite you to come build with us.

About the Role
As Executive Assistant, you will play a key role in ensuring the success of our organization’s leadership. Samip Mallick, SAADA’s co-founder and executive director, has led SAADA from its inception in 2008 with an annual budget of $300 to its place today as a national leader—with a $1.5M+ budget, 6 (and growing) full-time staff, thousands of supporters across the country, grants from the Mellon Foundation, Ford Foundation, IMLS, NEH, and others, and recognition from The New York Times, The Atlantic, NPR, and other national and international media.

Through your strong administrative and organizational skills, you will support SAADA’s Executive Director in making a meaningful difference at a critical juncture in our organization’s journey. This is a position that requires quick thinking, a high attention to detail, and lots of flexibility. If you’re excited about seeing the direct impact of your work and new opportunities shaped by your ambition, drive, and excellence, then this is the right role for you.

Who We Are
Over the past fifteen years, SAADA has grown from a modest digital repository to a powerhouse of South Asian American stories. Our archive, storytelling projects, artistic partnerships, walking tours, lesson plans, films, and books help ensure that South Asian Americans are recognized as an essential part of the American story. For more information about SAADA, visit our website; find us on Instagram; check out “Memories We Carry,” an exhibit created by one of our Archival Creators Fellows; or, listen to the soundtrack to our Revolution Remix walking tour of Philadelphia.

Your Role & Responsibilities:
The Executive Assistant position is a “figure out what needs to be done and do it” role, but here are some examples of responsibilities that the role includes:

• Managing confidential and sensitive information, including emails, shared files, memos, and appointments
• Managing the ED’s calendar, including appointments, meetings, and calls
• Managing and coordinating travel plans, itineraries, and agendas
• Managing expense tracking, including reimbursements and budget reconciliation
• Taking meeting notes, developing action items, and ensuring follow through
• Communicating directly, on behalf of the ED, with board members, donors, foundation staff, and others
• Researching, prioritizing, and following up on requests made to the ED
• Preparing dossiers on prospective donors, funders, and other leads
• Following up with contacts and supporting the cultivation of ongoing relationships
• Managing a variety of special projects for the ED
• Supporting the ED in ensuring that both short-term goals and long-term priorities are achieved

Your Background & Skill Set:

• Minimum of 3 years of administrative support experience; with a preference for a role supporting senior/C-suite executives in a non-profit setting
• Commitment to confidentiality, an ability to exercise discretion, and a high level of professionalism
• An entrepreneurial spirit, motivated by the opportunity to take on big challenges and make things happen
• Ability to work intentionally, with attention to details and deadlines
• Flexibility, initiative, and a demonstrated capacity to work independently
• Strong interpersonal skills and the ability to build relationships with stakeholders
• Ability to receive and implement constructive feedback
• Top-notch organizational skills; if your books are in alphabetical order, your notes are color-coded, and you find to-do lists energizing, we want to talk to you! There’s much to keep track of in this role, and nothing can fall through the cracks.
• Exceptional problem-solving skills and the ability to be solution-oriented. A successful candidate will enjoy thinking on their feet and will know how to apply sound judgment and rationale to any situation.
• While much of the work will occur during standard office hours, the role will also sometimes require travel and evening and weekend availability.

Salary & Benefits:
The salary range for this position is $55,000 – $65,000 / year. SAADA is committed to providing our staff with a competitive benefits package, which includes a monthly health insurance stipend, paid time off, short- and long-term disability and life insurance, retirement matching, a wellness stipend, and a professional development fund. This position is based in SAADA’s Philadelphia office, located at 1650 Arch Street, Suite 2130, Philadelphia, PA 19103.

Join Us!
SAADA is an equal opportunity employer. We are building a team that is dedicated to our work and to each other, and we’d love for you to join us! Applications will be considered on a rolling basis until this position is filled. Please send your resume and cover letter as separate attachments in an email with the subject line “Executive Assistant Position” to jobs@saada.org. Please also include how you found out about this position.