Manager Special Projects and Executive Support

PRIMARY RESPONSIBILITIES  

Executive Administrative Support

• Provide knowledgeable and skilled executive administrative support primarily to the Executive Director and Sr. Director of Individual Giving. 
• Interact with all stakeholders including members of the Board of Directors, staff, program participants, setting a welcoming tone for the Executive Office.
• Schedule meetings with internal and external stakeholders and act as the point person for distribution of materials, attendance tracking, and follow-up to include, but not limited to the following:
• Coordinate board meeting materials for monthly meetings 
• Admin support for committee work across organization
• Admin support for staff meetings ensuring that action items are recorded and followed up on.

Job Qualifications

• Deep commitment to serving vulnerable communities
• Bachelor’s degree or equivalent and at least 3 years of relevant professional experience working cross-functionally to support operations in an organization.
• Demonstrated experience in establishing systems and processes that enhance collaboration and optimize workflows.
• Prior experience providing support to a leadership team and collaborating with a Board of Directors in an organizational setting.
• Proven proficiency in project management practices, with the ability to plan, execute, and oversee projects from inception to completion while ensuring adherence to timelines and budgets.
• Familiarity with system administration of Google Workspace, Zoom, or other virtual meeting platforms, along with a strong willingness to expand knowledge and skills managing new software.
• Proficient in Google Docs, Sheets, and Slides, to create, edit, and maintain documents, spreadsheets, and presentations that enhance operational efficiency and support team collaboration.
• Exceptional attention to detail and organizational skills, with the ability to prioritize and manage multiple tasks and deadlines simultaneously.
• Highly adaptable to change with a proven capacity to excel in a fast-paced and growing workplace environment.
• Excellent interpersonal and communication skills, with empathetic and collegial spirit and the ability to build trust-based relationships with colleagues and partners.
• High level of professionalism, discretion, and a commitment to accountability and confidentiality.
• Assist with drafting and/or proofing of correspondence
• Proactively triaging issues as they arise and determining appropriate action in response to inquiries
• Implement and ensure adoption of organization’s project management system for the tracking of deadlines, milestones, workflows and deliverables for internal and external projects.
• Serve as project manager for project leads by tracking progress, facilitating overall task coordination, and identifying dependencies to proactively address needs and potential roadblocks, ensuring efficient workflows and smooth project progression.
• Maintain the organization’s Google Workspace to create an orderly document management system in the Shared Drive to facilitate efficient file retrieval and collaboration across the organization
• Maintain a high-level of professionalism, discretion, and confidentiality regarding a variety of highly sensitive topics.
• Implement onboarding procedures including preparing documentation, enrolling in benefits, and ensuring new staff have the necessary information, equipment and access to workspaces and tools.
• Help to improve workflow, operating efficiency, and service quality within the organization
• Other general administrative duties as assigned

 Benefits

• Medical, dental and vision
• Short and long term disability insurance
• Retirement savings plan with organization match
• Generous vacation and paid holidays
• Professional development opportunities
• Remote first workplace