Special Assistant to the CEO

Literacy Pittsburgh • Pittsburgh, PA

2d • Onsite

About The Position

The Special Assistant to the CEO is a vital member of the Literacy Pittsburgh team, providing high-level administrative and strategic support to the CEO. This role requires a proactive and organized individual who can balance multiple priorities, nurture crucial relationships, and lead special projects critical to the success of the organization. The ideal candidate will be mission-driven and committed to the vision of Literacy Pittsburgh. This is a full-time, exempt position.

Requirements

• Bachelor’s degree in education, social sciences, or related field; or equivalent experience.
• One to three years’ experience supporting C-level executives, preferably in a non-profit setting.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to maintain a high level of discretion and confidentiality.

Nice To Haves

• Salesforce experience a plus.

Responsibilities

• Provide analytical and specialized administrative support to the CEO in advancing Literacy Pittsburgh’s mission.
• Facilitate smooth communication and collaboration between the executive office and other departments, including coordinating/drafting internal and external correspondence, memos, reports, presentations, and other documents on behalf of the executive.
• Anticipate tasks in advance of meetings (preparing meeting materials, briefing papers, talking points, note taking) and lead on follow-up from the CEO’s engagements (written summaries, correspondence, action items, etc.).
• Serve as a liaison to the Board of Directors, coordinating meeting schedules, preparing board materials, maintaining minutes and records, and other activities as directed by the CEO.
• Support the cultivation and management of external relationships, including funders, community organizations, elected officials, and contracted resources.
• Participate in meetings, workgroups, etc. on behalf of the CEO.
• Handle confidential information with discretion and sensitivity.
• Building first-draft outlines, slide deck shells, and other resources to add lift to CEO and other leaders (development).
• Support management and prioritization of the CEO's calendar.
• Manage, organize, and enable organization-wide processes including documenting and making relevant tools useful and accessible.
• Support and manage the administrative aspects of team performance and culture-related systems such as on-/off-boarding staff, performance reviews, professional development, and progress monitoring.
• Support logistical planning and content development for staff meetings, leadership team meetings, supervisor meetings, semi-annual staff celebrations, and semi-annual staff retreats.
• Contribute to the overall safety and comfort of the organization’s physical space by managing office supply inventory; ensuring compliance with health, safety, and security procedures; and providing as-needed support with daily office operations such as kitchen, common areas, and meeting and event set up.
• Contribute to the development and documentation of key processes essential to the success of the organization.
• Support fundraising activities, such as assisting with grant administration, donor engagement, and corporate volunteer coordination.
• Manage and execute special projects as assigned by the CEO.
• Contribute to strategic initiatives and organizational planning.
• Other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Number of Employees: 11-50 employees