Special Assistant to the CEO (Temporary)

Job Locations US-MA-Boston
Posted Date 5 days ago(10/13/2021 5:11 PM)
Job ID
2021-1902
# of Openings
1
Category
Capacity Building
Type
TSNE
Location : Name
TSNE

Overview

TSNE (formerly Third Sector New England) (www.tsne.org) is a management support organization that partners every year with hundreds of nonprofits, foundations, community-based groups, and others working for social change. Our mission is to provide information and services to build the knowledge, power, and effectiveness of individuals, organizations, and groups that engage people in community and public life. The ultimate intention of our work is to create a more just and democratic society.

 

We assist a wide range of organizations in the social sector with a mix of management support and capacity building services in consulting, financial and grants management, business administration, human resources, compensation and benefits administration, professional development training and research in nonprofit fields of practice.

 

As a leading voice and capacity builder in the nonprofit sector, TSNE is committed to learning and building our practices and values around diversity, inclusion and equity, and working in a culturally proficient way with our staff and the organizations and communities we serve. We actively cultivate a work environment that values the experiences of individuals in an open-minded and collaborative atmosphere.

Responsibilities

The Special Assistant to the CEO (SA) will provide a high level of diverse programmatic, administrative, general office administrative and clerical support to help ensure an efficient and positive work environment for TSNE. The SA will work with the CEO, the members of TSNE Leadership, and other TSNE staff members, and external constituents in support of TSNE’s work to forward our mission. The SA will oversee and coordinating the day-to-day operations schedule for the CEO, while serving as primary liaison to internal staff and external partners as needed on behalf of the CEO. The SA functions as an extension of the CEO with appropriate but minimal direction, by anticipating needs and proactively addressing issues, with an emphasis on using sound judgment, taking initiative and maintaining confidentiality. The SA must maintain an ongoing effort to be and stay current on matters, issues and priorities that are important to the work of the CEO. This position facilitates the efficient execution of the CEO’s activities by vetting and directing requests and assignments to appropriate TSNE staff and external partners; taking the lead in preparing briefings for the CEO, facilitating, managing and implementing projects on behalf of the CEO, and planning for and managing meetings and special events, both internal and external.

 

This position is temporary, benefited for three months.

 

Executive Support

 

  • Provides a high level of administrative support, anticipating and executing on the complex needs of the CEO.
  • Completes a broad variety of administrative work including: managing extremely active calendars of meetings; reading, researching, and routing correspondence and other materials appropriately; drafting letters and documents; collecting and analyzing information; filing documents; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Researches and provides strategic input to advise the CEO when appropriate, on organizational and programmatic priorities to aid in decision-making, problem-solving, and meeting preparation.
  • Oversees timely completion of expense vouchers and travel and expense reports. Responds to requests in a timely fashion and prioritizes competing demands.

Communication and Project Management

  • Works closely and effectively with the CEO, TSNE Communications staff and other TSNE staff to keep members of the organization well informed of upcoming commitments and responsibilities, following up appropriately.
  • Ensures ample time and resources are available on the CEO’s calendar to complete critical tasks. Proactively manages all correspondence from the CEO's office. Oversees the preparation, production and distribution of background and briefing materials and itineraries related to meetings, presentations, conferences, and travel.
  • Acts as the CEO's proxy and primary point of communication with Board members, and other constituencies, as appropriate.
  • Assists in coordinating the agendas of the Leadership Team and Board meetings. Serves as note taker in meetings to ensure that the priorities of the CEO and Team are recorded and communicated for required action.
  • Advises the CEO on the status of multiple projects. Prioritizes conflicting needs; handles matters expeditiously, proactively and confidentially and follows-through on projects to successful completion, often with deadline pressures.
  • Facilitates and manages projects and initiatives to their completion.

Management Support

  • Serves as liaison between the CEO and the Leadership Team, TSNE committees, Board, staff and others;
  • Participates as an adjunct member of the Leadership Team including assisting in scheduling, research on and follow to priorities, agenda setting, and attending meetings.
  • Tracks deliverables and action items from the meetings for the CEO to ensure appropriate action is taken.

Office Management

  •  Works with TSNE management and facilities staff to ensure upkeep and proper maintenance of all office materials and equipment needs; collaborates with building management team members to ensure that repairs and related matters are resolved in a timely manner.
  • Collaborates with building staff to create and maintain an inventory of office supplies. Effectively manages relationships with vendors. Orders breakfast, lunch, and supplies for staff-related events.

Complete other tasks and projects related to the job, as needed.

Qualifications

We will consider exceptional candidates who demonstrate a strong combination of the specific qualifications and skills described below.

 

  • At least three years of senior level experience supporting C-level management, preferably in a nonprofit setting;
  • Outstanding verbal and written communication skills; Excellent people skills, including networking, organizing, and inspiring excellence;
  • Ability to exercise sensitivity, discretion, judgment, tact and diplomacy given that information handled may be confidential and complex in nature; Ability to make sense of and take action in situations where ambiguity is present;
  • Detail-oriented and possess strong organizational skills;
  • Demonstrated ability to prioritize and multi-task, react and think quickly; Must be calm and efficient;
  • A self-starter with a strong sense of ownership and involvement with the initiative to proactively troubleshoot and identify potential problems and resolve conflicts;
  • Ability to know when to seek clarification or assistance;
  • High energy level, enthusiastic, and eager to do what is necessary to be successful; 
  • Ability to learn, respond and react quickly, to changing priorities with a dedication to completion of tasks; 
  • Ability to build effective professional relationships with stakeholders including staff, Board members, external partners, and donors;
  • Superior computer skills (MS Office Suite & Google Suite, required; Salesforce experience a plus); ability to gather data, compile information, and prepare reports;
  • This position requires a commitment and flexibility to the work schedule commensurate to the needs of the CEO including some extended work days, and work on some evenings and weekends;
  • Must be committed to forwarding the work of social and economic justice organizations.

 

Physical Demands/Work Environment

 

The physical demands described here are representative of those for this position. Reasonable accommodations will be made to enable individuals with disabilities to perform the functions. Work is performed in an office environment and in close proximity to other workers.

 

While performing the duties of this position, the employee is required to:

  • Handle, or feel objects, tools or controls;
  • Reach; traverse; sit (usually for longer periods of time); occasionally ascend/descend; and position self (to) move;
  • Occasionally lift and/or move up to 25 pounds;
  • The noise level in the work environment is usually moderate;
  • Job is not subject to significant occupational or environmental hazards;
  • Likelihood of personal injury would be relatively slight;
  • Environmental and work hazards are not present to a measurable degree.

Compensation and Benefits

 

Location: Work will be primarily performed remotely with some in-office work.

 

Compensation: The starting salary for this position is $65,000.00 and is commensurate with experience.

 

Benefits: This position is eligible for a full benefits package including:

  • Generous Paid-Time-Off (PTO): 12 paid holidays, 3 weeks vacation, 1 week personal holiday, and sick time for full-time staff;
  • 80% Employer-paid, $0 deductible Health Insurance through Harvard Pilgrim;
  • Low-cost MetLife Dental and Vision;
  • Flexible Spending Accounts (FSA) for Health and Dependent Care;
  • Employer-paid Life, Long- and Short-Term Disability Insurance;
  • Employer-paid Pension through TIAA;
  • ...and more!

TSNE envisions a society grounded in the principles of social and economic justice. As such, we strive to achieve excellence through a diverse and inclusive workplace that honors the unique talents and lived experiences of each person. Our vision and values are reflected in all our employment-related decisions, including hiring practices. Accordingly, TSNE actively seeks people who bring diverse backgrounds and perspectives to join us in our work.

 

As an EOE/AA employer, TSNE will not discriminate in its employment practices due to an applicant’s race, color, religion, sex, national origin or ancestry, age, sexual orientation, gender identification, genetic information, veteran or disability status or any other factor prohibited by law.  

 

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