Posted on September 25, 2025

📍 Location: Malikah Safety Center, Queens, NY (FT, in person)

🕒 Schedule: Full-Time | Monday–Friday, 9:00 AM–6:00 PM (Occasional Evenings & Weekends Required)

💼 Compensation: $70,000/year (Salaried, Exempt)

Malikah is an anti-violence organization building community power and safety through self-defense, financial literacy, organizing, and healing programs. We are seeking a highly organized and mission-driven Executive Assistant and Operations Manager to support the Executive Director and oversee daily operations at the Malikah Safety Center. This is a full-time, in-person role requiring flexibility for evening and weekend programming.

Key Responsibilities (Including but not limited to)

• Team & Staff Operations

• Coordinate staff schedules, onboarding, and intern supervision

• Hold weekly 1:1 staff check-ins and facilitate biweekly full-staff meetings (agenda drafting, notes, reminders)

• Track team goals and deliverables and create quarterly reports for funders

• Maintain master calendar of staff days off, hybrid schedules, and coverage

• Schedule staff check-in/out emails and flag inconsistencies

Administrative & Facilities Management

• Manage expense reporting and grant-related spending

• Maintain documentation for reimbursements and compliance

• Coordinate event logistics: venues, vendors, supplies, food, and tech

• Oversee security systems, inventory, vendors, and facility maintenance (cleaning and pest control)

• Implement systems for inventory tracking and purchasing

• Ensure front desk area is staffed and welcoming

• Create shared drive folder for internal operations documentation (e.g., cleaning schedules, vendor contacts, repairs)

Executive Assistant Support

• Manage Executive Director’s inbox and calendar

• Secure speaking, social media and/or traditional media engagements

• Track pending executive follow-ups or strategic decisions

Program & Strategy Support

• Begin planning for the National Muslim Women’s Summit

• Assist with internal evaluations and funder reporting

• Track deliverables and support alignment with organizational goals

Internal Operations & Compliance

• Maintain office systems and internal documentation: insurance COIs, fire inspection docs, employee contracts, lease agreement, and permits

• Track and renew required compliance items (fire extinguishers, insurance, etc.)

• Coordinate vendor contracts and cleaning schedules

• Track onboarding (W2s), benefit eligibility, and staff offboarding (Coordinate collection of W-9s, NDAs, Code of Conduct)

• Ensure compliance with permits, inspections, and documentation

• Support finance team to develop and ensure staff are oriented with reimbursement, sick leave, and time off processes

Special Projects

• Develop SOPs (“How Malikah Runs”) for internal systems

• Digitize historic documents and archive materials

• Lead implementation of internal audits and cross-team coordination

• Support seasonal events (e.g., Beach Day)

Job Qualifications

• 2+ years of administrative, operations, or coordination experience

• Highly organized with strong communication skills

• Ability to manage multiple priorities in a dynamic setting

• Willingness to work evenings and weekends

• Passion for Malikah’s mission and values

How to Apply

Please email a resume and a brief cover letter to rana@malkah.org. Applications will be reviewed on a rolling basis until the position is filled.

Compensation & Benefits

• Salary: $70,000/year (Exempt)

• Benefits: Health insurance, paid time off, holidays (available after 2-month probation)

• Probationary Period: Two months, ending with formal review

Equal Opportunity Statement

Malikah is an equal opportunity employer. We are committed to equity and inclusion, and we strongly encourage applications from individuals whose voices and experiences have been historically marginalized.