Special Assistant to the CEO
ONE Campaign
- Washington DC
- Permanent
- Full-time
- Strategically manage the CEO's calendar by scheduling all meetings, events, and worktime, ensuring that time is allocated to balance immediate needs with long-term priorities.
- Partner with members of the Senior Leadership team to anticipate and strategize internal and external engagements.
- Maintain the team tracker of all invitations received by the CEO and ensure that all invitations are responded to and executed on in coordination with the CEO team.
- Organize internal and external meetings, including notifying attendees, reserving conference rooms, drafting and distributing agendas, tasking out briefing documents, taking minutes and circulating minutes after the meetings.
- Produce daily memos for the CEO that delineate their immediate action-items and long-term projects, summarize all critical communications from the day, and provide an updated daily snapshot of key organizational data.
- Develop and maintain systems and processes to ensure smooth CEO Team operation including paper flow, clearances, and correspondence.
- Track all items that need the CEO review and collaborate closely with colleagues to ensure timelines are agreed upon, target dates are met, and goals accomplished.
- Ensure the CEO completes all tasks and share outcomes with appropriate colleagues.
- Manage all travel logistics including making reservations for flights, hotels, and transportation.
- Create agendas that allow the CEO to focus on high impact activities during trips.
- Compile all briefing documents in advance of trips to ensure the CEO is set-up for success while on the road.
- Accompany the CEO on key travel, domestic and international, providing on-the-go support.
- Process all communications sent to the CEO by managing email inboxes, assessing the importance and urgency of messages, and supporting timely and effective responses. Prepare draft replies to incoming correspondence.
- Work with the Content & Communications team to send regular communications to key stakeholders including ONE's various governing boards, donors, and the CEO's equivalents at peer institutions.
- Work closely with the CEO to keep her informed and prepared for upcoming commitments and responsibilities.
- Prepare written and PowerPoint materials for presentations, meetings, conferences, and board meetings.
- Perform research on various issues and organizations as required.
- Execute special projects relating to initiatives that extend from the work of the CEO; these projects grow in scope as the individual develops organizational knowledge.
- Proofread and analyze incoming memos, documents, and submissions and ensure there are no spelling or grammatical errors.
- Maintain CEO's contacts in ONE's CRM (via BlackBaud).
- Track and reconcile monthly credit card statements and complete and submit expense reports in a timely manner (via Expensify).
- Assist with approving expenses for the CEO (via Expensify).
- Track timecards/leave requests for Senior Leadership Team (SLT) and maintain a calendar of when SLT members are out of office (Via Replicon).
- May require some work on evenings or weekends including travel as needed
- Additional responsibilities as assigned
- Bachelor's Degree preferred; 6 years' relevant professional experience including project management, event planning and providing high touch executive-level support
- Strong ability to plan, organize, prioritize work, and multi-task to meet tight deadlines in a fast- paced environment
- Strong attention to detail; ability to consistently produce timely and error-free work
- Strong verbal and written English communication skills
- Ability to interact with high-level individuals and build and maintain relationships
- Excellent judgment and proven ability to handle confidential information
- Proficiency in Microsoft Excel and project management platforms (such as Asana).
- Superb professionalism and diplomacy
- Enthusiastic team member with the ability to collaborate well with others
- General interest and dedication to the mission of ONE and (RED)
- Ability to travel internationally, if required
- An understanding of the complexities surrounding collaboration in a global matrix organization
- Highly organized, detail oriented and self-motivated
- Collaborative mindset and strong interpersonal skills
- Demonstrates critical thinking, communication, and relationship-building skills
- Takes action and is results focused
- Flexible and resourceful approach
- Independent problem solver