Executive Assistant, Executive Team

 

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
     

Other Requirements:

  • 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.

 

ENVIRONMENT

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.

TO APPLY

Please send a cover letter and resume to info@civicatlanta.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”


Civic Enterprise Fellowship and Residency Coordinator, Civic Entrepreneurship Team

 

Reports to: Executive Director

Background:

We have the pleasure of interacting with a diverse audience of people each and every day. This position works on our Civic Entrepreneurship team, which is responsible for our trainings, events, and fellowship programs to support community leaders creating social and economic impact. This person’s role is to coordinate all the moving pieces that go into our civic entrepreneurship work. We hope you like juggling, because it can often be a circus! This will be some of the hardest and most rewarding work you’ll do with a team that cares so deeply about doing this work in the most honest way possible.

Our Civic Entrepreneurship team oversees the following:

  • Civic Innovation Fellowship, which has three phases: (1) accelerator phase- where, over six months, we invest seed grant dollars into a cohort of community leaders to help grow their ideas into action (2) a residency phase- where, over one year, we help ideas scale to be sustainable over time and we help enhance the leadership of the founder and (3) an investment phase- where we provide investment capital and continued support to grow and scale the social and economic impact of a civic enterprise.

  • Trainings and Workshops for the public: we host a number of one-off bootcamps and trainings for aspiring and current civic entrepreneurs to build and grow their work. This include storytelling workshops, financial modeling sessions, and business model 101 courses.

  • Host speakers and mentors: there are some incredible people who have done amazing things in our community and around the country. We host these cool cats for events and seminars. In addition, we bring in mentors to hold office hours for our civic entrepreneurs and the general public.

  • Partner programs and competitions: anytime there is an opportunity out there that could help an Atlanta-based civic entrepreneur, we want in on it. We often partner with existing organizations and foundations to provide funding and mentorship opportunities to our entrepreneurs. This can be a pitch competition or an investment fund that’s looking for local ventures. We love partnering to strengthen the flow of capital and Atlanta’s base of civic entrepreneurs that are ready to take it on.

Responsibilities of this position include, but are not limited to:

  • Coordinate all logistics for classes, trainings, advising sessions, and civic entrepreneurship events

  • Manage communications with all current Fellows, providing consistent updates, reports, and next steps

  • Manage recruitment, application, and evaluation process for partner programs and Fellowship classes

  • Building a network of mentors, supporters, and advisors

  • Coordinate and manage relationships with speakers and mentors

  • Provide administrative and scheduling support to program leads and coaches

  • Managing site visits with entrepreneurs, learning about, showcasing, and writing about their work

  • Manage relationships with key stakeholders, partners, and program investors

  • Attend events and programs related to civic and social entrepreneurship to find opportunities for our entrepreneurs

  • Coordinate with other staff and teams about the needs and status of the civic entrepreneurship team

Type of Person We’re Looking For

  • Calm in the midst of chaos: this work is always moving fast and changes often. This person needs to be OK with that and be good at keeping their cool when it happens.

  • Organized, even if everyone else isn’t: entrepreneurs, by design, are messy and tornado-like. This person needs to be able to keep their ducks in a row, even if the waters are rapid. This means keeping files in centralized places and being able to coordinate among dozens of people. You’re likely someone that gets super excited about checking off to-dos on a list!

  • Empathetic: this team deals with some of the most stubborn, passionate, and amazing people in the city of Atlanta. You will fall in love with their stories, and we want you to get attached to them and their work. We think if you understand where they’re coming from, it’ll be a lot easier to deal with when they miss a deadline or two.

  • Proactive project manager and problem solver: there won’t always be a roadmap. Sometimes, you have to create it. We want someone who is proactive, not reactive. We want you to plan out steps ahead of us. It makes everyone’s life better.

  • People-driven: you will interact with very different audiences of people. One day it’s a politician, the next it’s a farmer-- in both cases, they are important. We want you to be able to talk with both of them with dignity and respect. They deserve it, and so do you!

  • Values-first and eager to learn: we like fighters and people who believe in this work. We don’t do this because it’s just a job. We do this because we believe in the power of the work. We want you to never compromise on your values and bring them to our team!

  • Team-player: we are a team family. No one person is more important than the other. We have our teammates’ back. Sometimes this means doing things outside of your job description. It’s cool, because they’ll do it for you, too.

  • Good writer and communicator: we do a lot of writing via email. Email anxiety is real. We need someone who can reduce that for our partners and people that reach out. You are someone who can respond quickly and professionally. Sometimes this can be a blog recap or an email to a funder. Either way, we want your A game.

Requirements:

  • 1-3 years of experience in administrative support roles

  • Experience in working with entrepreneurs (doesn’t necessarily have to be civic)

  • Clear, strong writer with experience in professional correspondence

  • Experience in working in a fast-paced team environment

  • Good on email and online communications tools

  • Familiarity with Microsoft Word, Excel, and Google Docs

  • Comfort with online tools, such as MailChimp, Squarespace and Asana

  • Experience with professionally working with leaders across industries
     

Salary and Benefits:

  • Pay is commensurate with experience

  • 100% employer healthcare coverage

  • Travel stipend for a parking pass or MARTA

  • Opportunities for professional development through conferences and community events

  • Exposure to an inspiring community of people

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.

ENVIRONMENT

Must have reliable transportation (including public transportation access!), computer and Internet access. Must be available to work nontraditional hours such as late nights and weekends.

TO APPLY

Please send a cover letter, resume and at least one letter of recommendations to info@civicatlanta.org with “Civic Enterprise Fellowship and Residency Coordinator” 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”