Reporting directly to the Chief Communications Officer (CCO), the Special Assistant to the CCO provides executive-level support in a one-on-one working relationship. The Special Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CCO. The Special Assistant also serves as a liaison to the executive office team and senior management teams; organizes and coordinates external relations efforts; and oversees special projects as needed. The Special Assistant must be creative and enjoy working within a fast-paced environment that is mission-driven, results-driven and oriented to the communities we serve. The ideal individual will have the ability to exercise exceptional judgment in a variety of situations, with strong written and verbal communication, administrative, project management and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Special Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
ESSENTIAL JOB FUNCTIONS
- Completes a broad variety of administrative tasks for the CCO including:
- Managing an extremely active calendar of appointments
- Completing expense reports
- Reviewing, composing and preparing correspondence that is sometimes confidential
- Arranging complex and detailed travel plans, itineraries, and agendas
- Compiling documents for meetings and travel
- Contracts management, invoice processing, and renewals
- Other duties as assigned
- Plans, coordinates and ensures the CCO's schedule is followed and respected, providing a "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CCO's time and attention
- Communicates directly, and on behalf of the CCO with Board members, partners, other executives, senior leadership, staff, media/reporters and others, on matters related to CCO's programmatic initiatives and scheduling needs
- Provides a bridge for smooth communication between the CCO and internal departments; demonstrating leadership to maintain credibility, trust and support with senior leadership and staff
- Works closely and effectively with the CCO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CCO updated
- Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the CCO, some of which may have organizational impact
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting personal correspondence, and other tasks that facilitate the CCO's ability to effectively lead
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often in a fast-pace and with deadline pressures
- Works with the communications team and program directors as needed in coordinating the CCO’s strategic initiatives and activities
- Follows up on contacts made by the CCO and supports the cultivation of ongoing relationships with external partners
- Supports in the execution and project management of internal and external communications initiatives as needed
MINIMUM REQUIREMENTS AND QUALIFICATIONS
Education and Experience:
- Bachelor's degree required
- Strong work tenure: five to 10 years of experience supporting C-Level executives, preferably in a non-profit organization
- Experience and interest in internal and external communications
- Intermediate to expert level proficiency in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms
- Experience with project management and collaboration tools (Asana, Trello, others)
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- Project management skills
- Exceptional interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and others
- Expert level written and verbal communication skills
- Demonstrated proactive approaches to problem-solving with strong decision-making capability
- Emotional maturity, change agility and comfort with ambiguity
- Highly resourceful team-player, with the ability to also be effective independently
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
- Forward looking thinker, who actively seeks opportunities and proposes solutions
The work environment is generally quiet and in an office setting.
- Remaining in a stationary position, often standing or sitting for prolonged periods
- Communicating with others to exchange information.
- Repeating motions, like typing or answering a phone, that may include the wrists, hands and/or fingers.
- Assessing the accuracy, neatness and thoroughness of the work assigned.
How We Work: Nonprofit HR’s Commitment to Diversity, Inclusion & Difference
It is a high priority for us to foster and maintain an environment where diversity and inclusion are valued and realized to the benefit of you and the clients that we serve.
We believe strongly in treating everyone fairly and value the full diversity of our colleagues, clients, partners and vendors. Inclusion is how we live our commitment to fairness and diversity. It shapes how we honor the perspectives, abilities and identities of our colleagues; how we listen to, engage and respond to our clients; and how we connect to and appreciate each other and those we serve. We define diversity as differences that influence and affect our firm, our workplace culture, and the communities and clients we engage in the following areas: race, color, ethnicity, national origin, socioeconomic status, pay and benefits, ability, military service, age, faith, gender, sexual identity, personal appearance, pregnancy, and political views. Continue reading our about our commitment to diversity, equity and inclusion at nonprofithr.com/deinow.