Special Assistant to the President and CEO

Economic Mobility Pathways•Boston, MA

1d•Hybrid

About The Position

This Special Assistant is responsible for ensuring the productivity of the President and Chief Executive Officer, optimizing their schedule, ensuring the CEO operates at their highest efficiency. The successful candidate will bring exceptional organizational skills, a proactive approach to problem-solving, strong communication skills, discretion in handling confidential information, and the ability to manage multiple priorities in a fast-paced environment while maintaining a high level of professionalism and an obsession with attention to details. The Special Assistant (SA) reports to the President and CEO, holding a critical role that extends beyond traditional administrative duties. The SA is entrusted with the crucial task of maximizing the President and CEO's efficiency. Daily responsibilities require a fine-tuned ability to juxtapose overarching strategic goals with pressing, detail-oriented tasks. The SA is actively engaged in content creation for meetings, management of presentations, and collaborates closely on projects where the President and CEO has a pivotal role. This position is an unparalleled opportunity for those deeply committed to racial and economic justice to thrive in a vibrant, mission-driven environment.

Requirements

Must have proven experience 3-5 years supporting a CEO/C-level senior executive in a fast-paced, results-oriented environment or transferable skills.
Strong organizational and analytical skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Willingness to work hard, take direction and feedback, while also anticipating problems and their solutions without explicit guidance.
Immediate availability, responsiveness, and a proactive mindset.
Exceptional attention to detail with demonstrated ability to multitask, respond to needs quickly and efficiently.
Highly developed verbal and written communication skills, with a demonstrated ability to compose correspondence and content materials with a nuanced understanding of industry-specific subject matter, company standards, and procedural guidelines.
Self-motivated and able to prioritize, work independently when needed, and gather necessary information to make informed and sound decisions and recommendations confidently.
Demonstrated ability to anticipate the needs of the CEO and the Executive Team and operate proactively.
Must be proactive and solution oriented, with the end goal in mind, continuously looking for ways to add value.
Ability to effectively communicate and collaborate with a diverse range of individuals at all levels and across all functions.
Excellent judgment in setting priorities and interacting with internal and external contacts; proven record of sound decision making.
Demonstrated professionalism, discretion, and experience working with highly confidential information.
Deep commitment to racial equity and helping families climb the economic ladder.
Ability to work well under tight deadlines and to respond to rapidly changing demands.
Strong focus on customer service, team player mindset and ability to work collaboratively with others.
Excitement about and ability to make order out of ambiguity.
Ingenuity, innovative, resourceful in problem solving, curiosity, including a passion for continuous learning.
Significant experience with all Microsoft products including PowerPoint, Exel, Word, Outlook & Webex/Teams in support of web-based communications and virtual meetings, as well as CRM, ETO, and capability to learn other applications.
Experience with organizing off-site events for small and large groups.

Nice To Haves

Bilingualism is a plus.

Responsibilities

Project manage the President & CEO’s workload by completing a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization.
Provide sophisticated calendar management for the CEO.
Prioritize inquiries and requests while troubleshooting conflicts; collect and prepare information packets for meetings with external stakeholders; make judgements and recommendations to ensure smooth day-to-day engagements.
Assist with special projects; designing and producing complex documents, reports, and presentations; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
Serve as the primary point of contact for external constituencies on all matters pertaining to the CEO.
Prioritize and determine appropriate course of action, referral, or response, exercising judgment to reflect CEO’s style and organization policy.
Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
Act as a "barometer," having a sense for the issues taking place internally and externally and keeping the CEO updated.
Follow up on contacts made by the CEO to cultivate ongoing relationships.
Anticipate the CEO's needs and help to resolve operational and administrative issues before they arise.
Provide administrative support to the Board of Directors.
Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; order food; develop, maintain, compile, and distribute presentation materials; (and record meeting minutes on behalf of Board Secretary).
Adhere to compliance with applicable rules and regulations set in by laws regarding Board matters.
Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.
Work in partnership with the Senior Director of Communications to strategically cultivate, vet, plan, and execute the CEO’s speaking engagements, proactively seeking high-impact opportunities while ensuring seamless coordination, message alignment, and exceptional attention to detail.
Provide a "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team as well as staff within the organization.
Create document management processes for the CEO and the Executive Leadership Team to efficiently organize key information for access, including assisting with development and maintenance of various Excel spreadsheets, PowerPoint presentations and other documents as needed.
Manage highly sensitive and confidential information with discretion and care.
Assisting the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization.
Assist in the management of information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning.
Create and manage systems to oversee the cleanliness of administrative offices.
Replenish office materials such as snacks, printer supplies, paper, kitchen, bathroom, and office supplies, etc.
Provide event management support as requested.
Provide hospitality to all guests and help to create a welcoming environment.
Answer the main phone line and phone of the CEO and respond to inquiries.
Process and distribute daily mail.
Invest in building long-lasting relationships both externally and internally.
Reconcile credit card statements and manage reimbursements for the CEO.
Other projects/duties as assigned by the CEO for the overall benefit of the organization, including support of the Executive Leadership Team.