EXECUTIVE ASSISTANT POSITION OPENING
OVERALL JOB OBJECTIVES
This role provides executive-level support to the CEO. Function as the first line of communication with internal and external stakeholders. The candidate should have exhibit a high degree of professionalism and a positive image. The role requires mastery of office software and applications, as well as critical thinking skills, in order to anticipate challenges and deploy solutions. As the CEO representative, it is critical that the person in this role pay careful attention to detail, demonstrate excellence in execution and timely completion of tasks. This role also exercises a great deal of discretion, as the Executive Assistant will frequently be provided with highly confidential information.
- Schedule management. This may include setting up travel, meetings, speaking engagements and other appointments for the CEO as assigned. In addition to making appointments, this may also involve ensuring there are no scheduling conflicts and making sure the CEO is prepared with the logistics and materials for meetings.
- Communication Liaison. Manage the flow of information from the CEO’s office internally and externally. This may include screening phone calls, opening and sorting email and snail mail, updating and maintaining online collaboration tools like Basecamp, and summarizing reports and memos for the CEO. Acts as liaison as needed for the CEO with employees and contractors, maintaining good working relationships with employees supervised by CEO and throughout the organization and exercising good judgment and discretion.
- Information Preparation. Prepare and format information for internal and external distribution. This may include writing letters and memos, compiling data for reports, creating computerized presentations, writing reports, transcribing dictation, editing, proofreading, and other information preparation duties.
- Records Management. Maintain both electronic and paper filing systems, as well as taking steps to ensure that the organization is in compliance with all applicable record-keeping requirements.
- Data Analysis. Use a combination of database and spreadsheet expertise, along with critical thinking skills to create reports that identify areas of concern for the CEO.
- Discretion. The person in this position will have access to information about compensation plans, human resources, donor files, trade secrets, and other confidential information. Therefore, they must protect confidential information, but also maintain confidentiality at the direction of the CEO.
- Board Support. Organize meetings and events as requested for CEO. Create meeting(s) timeline, prepare and distribute meeting notification, correspondence, and agenda materials; attend board and committee meetings and record minutes; create and maintain board booklets; establish working relationship with the Board of Director's President and committee chairs in verbal, written, and electronic correspondence; assists CEO to ensure compliance with Foundation bylaws, and applicable policies when carrying out Board and Board committee matters, including advance distribution of materials before meetings.
- Other Duties. Completes a broad variety of administrative tasks for CEO, including taking minutes at Board and other meetings as assigned. Assists the CEO with administrative matters related to internal management of the organization (which can be confidential). Perform other duties and participate in special projects as assigned by the CEO.
- Ability to work evenings and weekends, and as needed.
- Ability to provide exceptional internal and external customer service to the CEO, Board of Directors, associated advisors, and external influencials.
- Excellent interpersonal skills, a positive attitude, with the ability to take a collaborative approach and willingness to work as part of a cohesive team.
- A well-organized and self-directed individual, with exceptional time management skills, including the ability to work under tight deadlines, prioritize and efficiently manage multiple, complex projects.
- Keen attention to detail and a demonstrated track record of producing accurate, high-quality work.
- A high degree of personal integrity, sound judgment, tact, and discretion in handling confidential information, as well as the ability to conduct oneself in a highly professional manner.
- Ability to identify creative solutions that address time, budget, and quality
- Ability to develop, organize, and implement office procedures and systems
- Excellent analytical ability, written and verbal communication skills including excellent spelling, grammar, and
- editing skills; ability to summarize complex issues clearly and concisely.
- Ability to manage multiple complex processes and track activities and outcomes to successful conclusion; ability to adhere to strict deadlines.
- Excellent written and oral communications skills, including communicating complex ideas for a general audience.
- Comfort with a high degree of autonomy and a small office environment.
- Familiarity with the social justice, national nonprofit, and/or philanthropic community.
EDUCATION AND EXPERIENCE
- Three (3) or more years of experience supporting C-level executives
- Minimum three (3) years' experience working with a Board of Directors and/or board-appointed committees
- Minimum two (2) years of college courses or equivalent experience
- Experience in planning and supporting on-site and off-site meetings, including selection of menus, dealing with hotel staff/AV technicians at meeting site, and management of associated expenses
- Experience with planning and managing budgets
- Familiarity with taking minutes and use of Robert's Rules of Order
- Experience with professional project and people management systems and ideas, such as LEAN, AGILE, Six Sigma, or PDCA cycle
- Demonstrated proficiency in computer technology, including applications for project and data management and electronic calendars (Basecamp, Salesforce, Excel, Windows, Microsoft Word, PowerPoint, and Outlook preferred). Ability to quickly learn software specific to the institution. Experience working with CRM software a plus.
- Or equivalent combination of education and experience.
ABOUT THE FOUNDATION(S)
The Solidago Foundation is a national public foundation that, combining over 20 years of deep field and funder expertise, cultivates innovation to ensure robust funding of progressive social movements. The Foundation was founded in 1995 with the intent to completely distribute endowed assets by 2020. However, because of the ongoing need to support progressive, empowering, community- based organizations and collaborations, the Foundation is now committed to ongoing operation, and in addition to its own grantmaking, will be leading large new efforts in line with its mission to promote justice, equity, sustainability, and enfranchisement for all.
Current strategies include:
- Strategic leadership of signature projects
- Participating in funder collaboratives to accelerate impact
- Philanthropic consultation for aligned giving within our theory of change
- Hosting aligned donor-advised funds and select fiscal sponsorships
- Strategic projects include creating a pipeline that allows for organizations to participate in new investments that allow them to scale quickly when needed and leverage that growth for ongoing sustainability. Working with state and national partners, the Foundation seeks to fuel the full spectrum of activity required to create lasting change (education, advocacy, lobbying, candidate selection, and support for electeds). Other projects include helping align grantmaking with
- impact investing to bring local businesses and community groups together to build economic power by and for the public good. The Foundation is also launching a groundbreaking workers’ rights and climate justice portfolio that will increase capacities in the field, improve alignment, and grow novel sources of revenue for issue campaigns.
- Headquartered in Northampton, Massachusetts, the Foundation has ten staff. The Solidago Foundation is a 501c3 public charity. It shares its staff with the See Forward Fund, a 501c4 social welfare organization, via a common paymaster agreement. The two organizations are discretely managed with unique strategy plans.
Competitive salary commensurate with experience; generous benefits. This position will be based at Foundation headquarters; however, virtual or remote candidate considered. To apply, submit resume and cover letter, with “Executive Assistant” in the subject line, to HR@solidago.org. Application materials must be submitted by August 1, 2018. Applications will be considered on a rolling basis.
It is the policy of the Solidago Foundation to afford equal employment opportunity to all qualified persons regardless of race, color, religious creed, national origin, age, military status, pregnancy status, sexual orientation, disability, genetic information, gender identity, gender expression or gender. To learn more about the Foundations, visit solidago.org and seeforwardfund.org
Location/Region: Northampton, MA (US - 01060)