Job Description
About the Opportunity
The Special Projects Manager provides substantive, strategic, and administrative support to the CEO. This includes calendar and meeting management, communications assistance, correspondence, and logistical support. The Special Projects Manager triages internal and external requests to prioritize them with respect to the CEO’s priorities, responsibilities, organization-wide goals and deadlines.
This role assists the CEO to maximize their time on high-level items by using discretion in scheduling and meeting arrangements; acts as a partner to CEO and members of the Senior Leadership Team; learns the Foundation’s processes, and history to enhance that partnership and stays up to date on current events to assist in anticipating challenges. The Special Projects Manager also provides support to improve cross-department cohesion and effectiveness; proactively manages routine and ad hoc special projects including quarterly Board meeting preparation, Foundation-wide projects, and co-managing and/or supporting programmatic work.
The ideal start date for this position is mid October 2023.
Core Responsibilities
Executive Administrative Support to the CEO
- Proactively and effectively manage the CEO’s schedule and activities to reflect most current organizational priorities; maintain regularly scheduling meetings and schedule ad hoc meetings
- Oversee the logistics, prepare materials, and organize files, for CEO’s meetings
- Participate in meetings to take minutes and track follow up;
- Coordinate travel arrangements, prepare travel & expense (T&E) reports, and reconcile corporate card expenses in accordance with the Foundation’s T&E policies; review all T&E reports for CEO’s direct reports and suggest next steps
Cross-Organization Communication and Support
- Develop strategic meeting agendas and coordinate with senior leaders on leadership meeting agendas and follow-up items
- Compose, edit, and proof correspondence (invitations), briefs, reports, and other material (tracking dashboards) for programming, development, and governance purposes; proactively collaborate with programs and departments to revise and improve standard operating procedures (SOPs) for these items as needed
- Use cross-Foundation knowledge to assist on CEO’s development strategy with donors; regularly track and update donor information
- Collaborate substantively with Senior Leadership Team and HR on strategy and messaging to staff on current events and Foundation culture
Special Projects Management
- As assigned, manage special projects on behalf of the CEO
- Prepare Board materials from inception to final copy for Foundation’s quarterly Board meetings:
- Establish and lead planning meetings and collaborate with Senior Leadership to align materials;
- Execute day-of-meeting logistics,
- Track follow up of resolutions, next steps, and further communication with the Board
- Lead Foundation-wide projects; evaluate requirements/needs quarterly and present to Foundation-wide groups as necessary
- Assist initiatives and departments with ad hoc events serve as a utility player where Foundation needs additional strategic, substantive, and administrative support
- Others duties will be assigned.
Minimum Qualifications
What we’re looking for:
- Bachelor’s degree required, or a minimum of 5 years relevant work experience
- Administrative experience working for a senior leader preferred
- High level of diplomacy required with the ability to manage relationships in a positive manner
- Ability to interact with people at all levels inside and outside of the organization with diplomacy, as well as people from diverse backgrounds
- Superior customer service skills and extreme discretion with confidential and sensitive information
- Excellent communication and interpersonal skills, including superior written and spoken communication
- Excellent organization skills and attention to detail
- Ability to work well in a fast-paced environment, while maintaining a professional demeanor
- Ability to effectively take notes, and to synthesize complex and/or text-heavy information
- Ability to work independently
- Ability to work in a varying schedule including nights, early mornings, weekends and holidays.
Note: Applications will be received until this position is filled.
