Senior Executive Assistant and Special Projects Manager
The National Institute for Reproductive Health (NIRH) works to increase access to reproductive health care and secure reproductive freedom by changing public policy, galvanizing public support, and normalizing women’s decisions to have abortions and use contraception.
The National Institute for Reproductive Health Action Fund, with associated PAC’s and IEC, conducts nonpartisan advocacy and electoral engagement to advance reproductive health, rights and justice in states and cities across the country.
Reporting to the President, the Senior Executive Assistant and Special Projects Manager is a mid-level position that will play an integral role in ensuring the effectiveness and productivity of the Executive Office, by overseeing and providing outstanding executive support and managing the overall administration of both the President and Executive Office, as well as Special Projects for the President. Additionally, the Senior Executive Assistant and Special Projects Manager will provide overall management support to the boards of directors. This position is a part of the management team and s/he will represent the organizations, the President and the Executive Office in daily interactions with external and internal constituents and must operate on many levels with efficiency, enthusiasm and professionalism.
EXECUTIVE OFFICE SUPPORT:
- Assume a proactive role in increasing the productivity, efficiency and organization of the Office of the President so that her time can stay focused on accomplishing the organization’s highest priorities
- Coordinate carefully and participate in relationship mapping of the President’s meetings and interactions with key internal and external constituencies and allies, often in collaboration with other departments (e.g., partner organizations through Policy & Strategic Partnerships; major donors and foundations through Development; elected officials through Political and Government Affairs; reporters through Communications) and tee up communications as necessary to support ongoing relationship building.
- Ensure the President is appropriately briefed and otherwise fully prepared with sufficient time in advance of meetings, conference calls, etc.
- Provide administrative support to the President and Executive Office, including proactively managing calendars, directing incoming calls and visitors, scheduling meetings and conference calls, arranging travel (substantial and primarily for the President), managing and prioritizing phone messages, correspondence and email
- Coordinate and closely interact with the organization’s Management Team, including meeting scheduling, note taking and to-do coordination. Coordinate agendas and manage all logistics for team meetings and other meetings initiated by the President
- Event support to the President, including researching and preparing briefing information in advance and organizing schedules of multiple participants. Staffing the President, as needed.
- Manage and process the President’s expense, reimbursement reports, and time tracking, submit for approval to board treasurers
- Maintain the organizational chart
- Draft, edit and fact check the President’s internal and external communications
- Support technology needs for internal meetings, conference/video calls and board meetings
- Order lunch, make reservations, assist in other errands as required, provide additional administrative support as required
- Work with the Board Chairs and Committee Chairs to schedule all board meetings and committee meetings
- Maintain a calendar including dates of all board meetings, Chairs meetings, board committee meetings, etc.
- Manage all logistics for board meetings, including collaborating with Executive and Management Teams to determine content for board packets, handouts, presentations. Photocopying and collating materials, posting materials online, ordering food and supplies, prepping board room
- Create an effective board document management system and maintain updated versions of all board-related documents
- Coordinate new board member orientation, including scheduling, prepping materials, ordering food and supplies and prepping meeting room
- Take meeting minutes for board meetings and manage the editing process to meet distribution deadlines
- Maintain and coordinate meeting RSVP lists
- Set-up board-related conference calls
- Respond to other board support projects as needed
- Oversee large, often cross functional, organization-wide projects or initiatives as assigned by President; bring together important stakeholders and help drive decisions
- Track the timelines of various projects to ensure that deadlines are met and goals accomplished
- Monitor progress/achievement of next steps
- Research, perform benchmarking, analyze data, and make recommendations
- Propose the creation of new systems and processes to streamline operations
- Present ideas for special projects that might facilitate the President’s/leadership’s objectives
- Minimum 5 years of experience working as an Executive Assistant to senior corporate/non-for-profit leaders, with demonstrated expertise in anticipating and fulfilling the needs and priorities of a senior executive
- Bachelor’s degree preferred
- Outstanding time management skills, with proven ability to multi-task, accomplishing numerous tasks and changing priorities in an effective and timely manner; demonstrated ability to execute on short-term, deadline-driven tasks daily, as well as important, long-term projects requiring collaboration with internal staff and external constituencies
- Experience with project coordinating and management
- Comfortable with new technology and troubleshooting equipment, as needed (e.g. audio/visual and conference call equipment, etc.)
- Sound judgment, maturity, and the ability to handle sensitive and confidential information with discretion
- A strong work ethic and positive attitude, with a willingness to be flexible and do whatever it takes to get the job done
- Superb interpersonal, written, and verbal communication skills
- Willingness and ability to maintain work hours that match the President’s, and the COO’s, calendar and commitments
- High level of proficiency in Excel, Microsoft Word, PowerPoint and Outlook required
Salary Range: $70K-$80K
Email a cover letter, resume and salary requirements to [email protected] with “Senior Executive Assistant and Special Projects Manager” in the subject line. Applications will be reviewed on a rolling basis.
The National Institute for Reproductive Health and NIRH Action Fund is an equal opportunity employer. NIRH and NIRH Action Fund strives to build and support an equitable work community that attracts, develops, and retains exceptional people. As a member of the reproductive freedom movement, NIRH aims to foster leadership and raise the voices of historically marginalized people, including but not limited to Black people and people of color, indigenous/native peoples, LGBTQ and gender non-conforming people, disabled/differently abled people, immigrants, and low-income people. We strongly encourage candidates of these and other diverse backgrounds to apply.
NIRH and NIRH Action Fund staff and board have committed to racial equity, and as such have been engaged in a multi-year process to adopt a racial equity lens across the organization. As a result, this person will come into a team that’s currently engaged in shifting its organizational framework.