Executive Assistant

The BUILD Initiative (buildinitiative.org) is a national effort that advances state work on behalf of young children (prenatal-five), their families, and communities. BUILD staff partner with early childhood state leaders focused on early learning, health, mental health and nutrition, child welfare, and family support and engagement to create the policies, infrastructure, and cross-sector connections necessary for quality and equity. BUILD provides consultation, planning, and tailored implementation assistance, learning opportunities, resources, and cross-state peer exchanges. These efforts help state leaders improve and expand access to quality and promote equitable outcomes for our youngest children.

This position is an exciting opportunity to work as part of a highly effective team to bring about positive change for young children and families, to learn about all aspects of the early childhood field, and to work at the forefront of an exciting movement to promote early childhood systems building.

The BUILD team is virtual; team members are located across the country. The person filling this position will work from a home office. Team members have opportunities to attend in-person meetings but work primarily via phone and computer.

BUILD is fiscally sponsored by TSNE (tsne.org), which provides financial and grants management, human resources, legal, and other supports.

This role will support the Executive Director in managing daily tasks to run the BUILD Initiative.  At times, the person in this position may take over responsibilities that the executive director lacks the time to complete. This includes helping the Executive Director manage her time, coordinate and support her participation in meetings, help with project management, task management and prioritization, and keeping communications flowing with internal staff and external stakeholders. This position handles details of a highly confidential nature, takes initiative, and exercises independent judgment.

It is important for the person holding this position to develop and maintain a good understanding of the work of BUILD and the needs of each employee team in order to help the Executive Director implement the overall work of the organization. 

Specific responsibilities include:

• Support the Executive Director by managing day to day tasks and the flow of information.
  • Manage all calendar items for the Executive Director including, but not limited to: internal/external meeting requests, travel, speaking engagements, media opportunities, etc.
  • Develop and manage a system of review to prioritize incoming communications including invitations and meeting requests.
  • Tactfully handle demands from staff on executive director’s schedule and take the initiative to troubleshoot calendar-related conflicts.
  • Respond to inquiries on behalf of the Executive Director
  • Ensure urgent and priority correspondence and matters are communicated in a timely and effective manner to the Executive Director.
• Organize and prepare for meetings, including planning, gathering materials, and attending to logistics.
  • Manage the creation and dissemination of agenda items for the weekly staff meetings.
  • Make travel and accommodation arrangements.
  • Attend and take notes on key meetings and track Executive Director tasks.
• Maintain and process expense reports and related documents.
• Maintain various records and documents for the Executive Director.
• Provide research and support for special projects and initiatives.
• Support fund development work such as grant writing and reporting.

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

Desired skills and qualifications:

• Communications and collaboration: This position regularly works with team members and external stakeholders so strong written and verbal communications skills are crucial.
• Decision-making and problem-solving: The person holding this position will make independent decisions on a daily basis and must be effective, trustworthy, and self-motivated.
• Organization, planning, and project management: This position is responsible for helping to keep the executive director on track and must know how to keep multiple projects moving forward simultaneously.

 Desired experience and knowledge:

• At least 5 years administrative support experience with previous experience supporting an executive in a virtual setting.
• Advanced knowledge of Office Suites – primarily Outlook, Word, Excel, PowerPoint, SharePoint, and Zoom.
• Ability to produce an excellent work product under firm time constraints; manage priorities and multiple projects and assignments.
• Outstanding verbal and written communication skills; excellent people skills, including networking, organizing, and inspiring excellence.
• Ability to exercise sensitivity, discretion, judgment, tact and diplomacy with information that is highly confidential and complex in nature.
• Ability to juggle multiple projects, demonstrate strong time management skills, and adaptability to changing situations and priorities.
• Four-year college degree or equivalent experience.
• Working knowledge of the early childhood field is a plus.
• Preference for someone living in the Northeast or who works ET hours.

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;
• 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.

Regarding COVID-19: TSNE considers the health and safety of our employees of the utmost importance, and due to the ongoing COVID-19 pandemic, and subject to your state and local laws, our policy requires that all employees performing in-person work at a TSNE designated office are fully vaccinated. For the purpose of this policy, fully vaccinated indicates that you have received a single dose of the Janssen vaccine, or both doses of the Moderna or Pfizer vaccine. Certain exemptions may be requested and will be considered by Human Resources.

Compensation and Benefits

Location: Work will be 100% remote from anywhere in the United States.

Compensation: The starting salary for this position is $75,000 - $85,000 / annually 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/BUILD strives to achieve excellence through a diverse, equitable, and inclusive work environment that embraces all of our individual and collective differences. Black, Indigenous, People of Color, Middle Eastern and North African, Bilingual and/or Bicultural candidates, and LGBTQ2SIA+ candidates are strongly encouraged to apply. We value and honor the unique talents, learning styles, and lived experiences of each individual that enrich and strengthen our workplace culture, and we are proud to be an equal opportunity and affirmative action employer.

All employment conditions are based on an individual’s performance and job qualifications. TSNE/BUILD prohibits discrimination and harassment of any kind based on race, creed, color, religion, native language, gender, sexual orientation, gender identity/expression, national origin, physical or mental disability, age, genetic information, veteran status, marital status, parental status, pregnancy, race-based hairstyles, or any other protected characteristic stated by federal and state law. Regardless of any class’ protection under the law or lack thereof, TSNE/BUILD celebrates diversity and values the strengths that come with having a diverse team of employees. It is represented in our workplace culture, and it is who we are.

TSNE/BUILD's EEO statement extends to volunteers, interns, contractors, vendors, and clients.