Executive Assistant, Executive Team |
Center for Civic Innovation
Reports to: Executive Director
We are excited to recruit for the new role of Executive Assistant at the Center for Civic Innovation! The Executive Assistant serves on the Executive Team and reports directly to the Executive DIrector. The Executive Team is responsible for operations, strategy, and fundraising. The Executive Assistant’s role is to provide support, leadership, and guidance to the day to day responsibilities of the Executive Director.
Here’s the deal, though: this is no easy feat. We are looking for someone who finds calm in chaos and doesn’t mind putting on a superhero cape every now and then to metaphorically put out fires and save a furry friend from a burning building. As a grassroots startup organization, no day looks like the other at the Center for Civic Innovation. We are looking for a teammate who is organized and thinks three steps ahead, all while coordinating across teams with different personalities and priorities. This role will get insight into the behind the scenes work (the good , the bad, the ugly), which is both exciting and requires a deep level of passion and empathy for the mission.
We’re looking for someone who is:
A strong communicator (written and in-person): this person will often be the person who corresponds with high-level partners, community leaders, entrepreneurs, and fellow staff. This person needs to be on it with timely and professional communications. You live by Pascal’s (or whoever really wrote it) quote: “If I had more time, I would have written a shorter letter,” in your effort to make sure we directly address opportunities and challenges that cross your desk.
Patient and empathetic: Sometimes, you will get good news and sometimes, you’ll get bad news. Your job is to take that information in stride and determine next steps. Do we stop and celebrate? Do we pause and reflect? This work requires a unique attention to detail and a patience with uncertainty.
Organized, with purpose: Being organized is a great thing, especially when it leads to efficiency and better workflow. We want someone who can make things make sense, not just make things look nice.
A team player: One of our greatest assets is our team. This is because we look out for each other. We are united in our commitment to the work, and we are looking for someone who wants to see the people around them thrive.
If they don’t see a system, they build one. As a startup, there are always processes or systems that can be stronger. You’re the type of person that doesn’t call that out; instead, you try to fix it. You look up ways it can be better, present three options, and roll with one of them in stride.
Role and responsibilities:
Provide direct assistance and support to executive director on all relevant projects, programs, and daily executive functions
Providing updates and relaying executive priorities across internal management and teams
Serve as primary coordinator between executive director and the Board of Directors
Scheduling meetings, send minutes and notes, preparing relevant documents, meeting logistics, meeting follow up, document management
Serve as lead on donor and member administrative management
Managing online content system for donors and members
Managing logistics communications with donors and members
Ensuring all reporting to donors and members is completed
Coordinate with administrative vendors, including bookkeeper, HR, payroll
Manage monthly bookkeeping with our bookkeeper, process payroll, make all relevant HR documents readily available for staff
Accounts receivable and accounts payable oversight
Process all reconciliation, bills, reimbursements, and recurring commitments
Manage donor, member and investor payments and receipts
Assistance with donor management and acknowledgements
Assist executive director with correspondence and scheduling with partners, fellows, internal staff, and random correspondence
Manage speaking and event requests
Assisting on annual fundraisers
Previous experience of working in an administrative management position;
Excellent interpersonal skills and demonstrated leadership ability;
Experience working with diverse range of people & organizations, able to connect with both community members and decision makers;
Familiarity with Google+ Suite and Microsoft and/or Apple Suite (Word/Paper, Powerpoint/Keynote, Excel/Numbers)
Good with Excel
Experience of working with new project management software and people/relationship management software
Ability to prioritize assignments and demonstrate a high degree of initiative;
Time management skills; ability to work under pressure and meet deadlines;
Reliable mode of transportation.
The Center for Civic Innovation does not discriminate based on age, color, sexuality, gender expression, religion (creed), national origin, disability, veteran status or former incarceration status.
Must have reliable transportation, computer and internet access. Must be available, at times and with reasonable notice, to work non-traditional hours such as late nights and weekends. Main office is at the Center for Civic Innovation.
SALARY AND TERMS
Salary and benefits will be commensurate with experience. We will interview for this position on a rolling basis until filled.
Please send a cover letter and resume to firstname.lastname@example.org with “Executive Assistant Application” in the subject line
Cover letter should include the following:
An example or story of why you care about community and social impact work
Why you think you’d thrive in this role at a fast-paced, startup organization
The word “dinosaur”