Make It Work Nevada is hiring an Executive Assistant to the Executive Director
Job Type: Full Time
Salary Range:$40,000 – $55,000
Make It Work Nevada is a policy-driven organization that is shifting the landscape of our community through education and advocacy to support the health and long-term vitality of Black families.
Make It Work Nevada works to ensure the voices of the Black community are amplified across all issues that have and will continue to directly affect our community. We strive to transform Black communities into constituencies that wield independent political power at the municipal, state, and federal levels. The problems Black communities face are complex; the solutions to those problems require imagination, experimentation, tenacity, and political power.
ABOUT THE POSITION
Make It Work Nevada/Make It Work Nevada Education Fund seeks an experienced, reliable, and task-oriented Executive Assistant to the Executive Director to provide expert administrative support directly to a leader in high profile leader The Executive Assistant to the ED will serve as the primary point of contact in her various commitments and responsibilities. This includes but is not limited to, her senior leadership roles at dual organizations, board memberships, and individual speaking/public-facing events. Specifically, the Executive Assistant to the ED will cohesively oversee internal and external constituencies on all matters relating to the ED; serve as a liaison to the staff, and Advisory Board; organize and coordinate executive communication and external relations, and may be assigned to oversee special projects.
The ideal candidate is self-motivated, organized, flexible, and solutions-oriented. Additionally, this role requires the capacity to apply the applicant’s understanding of the work we do to all responsibilities and critical tasks, for the purpose of being able to prioritize amongst those responsibilities. The Executive Assistant to the ED must thrive in a small, entrepreneurial, mission-driven, and community-oriented environment and must demonstrate integrity and trustworthiness in handling sensitive information and communications with discretion, poise, and tact. Although this isn’t a remote position, candidates must have a demonstrated comfort with working remotely and be able to keep pace with the ED’s schedule and needs with consistent timeliness and efficiency. The Executive Assistant to the ED must be able to travel up to 25% of the time with the ED.
The Executive Assistant to the ED effectively provides executive support to the ED including, but not limited to: completing administrative tasks; establishing and maintaining relationships with key contacts; as well as managing and coordinating the daily activities of the ED to ensure maximum success. A summary of key areas of responsibility is as follows:
SCHEDULING AND CALENDARING – 35%
Uses strategy and efficiency to plan, coordinate and manage the ED’s complex schedule of travel, meetings, and day to day activities
Prepares or assembles necessary documents for meetings and coordinates with staff and partners to ensure relevant follow up actions are taken
Diplomatically serves as a “gatekeeper” for and “gateway” to the Executive Director, following-up on contacts made by the ED to support the cultivation of ongoing relationships, and communicating on behalf of the ED to support and engage the Advisory Board and other constituents
Accurately makes all travel arrangements, including flight, ground transportation, and lodging for the ED as well as manages expense reports, reimbursements, bill payments, and timesheets
Consistently ensures the Principal is well informed and equipped daily for success in meetings, engagements, commitments, and responsibilities, with great attention to detail
ADMINISTRATIVE SUPPORT/OFFICE MANAGEMENT – 50%
Attentively supports internal staff meetings by overseeing logistics, briefing all parties regarding relevant content and issues, prepping materials, and composing and distributing notes
Adeptly creates and/or edits key written communications to external stakeholders, including acknowledgment letters from the ED to donors
Carefully manages and organizes the ED’s email accounts and other records/files including reviewing all email and written requests and responding/forwarding/flagging for action accordingly
Meticulously updates and maintains all of the ED’s contacts with current information
Proactively anticipates and delivers upon the ED’s needs while developing an exceptional leadership support performance standard
Diligently researches prioritize and follow up on issues and concerns addressed to or by the ED, including those of a sensitive or confidential nature, determining the appropriate course of action, referral, or response, and executing accordingly
Consciously provides a bridge for smooth communication, demonstrating leadership to maintain credibility, trust, and support internally and externally
Successfully completes deliverables with a hands-on approach including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the ED’s ability to lead and respond to communications and demands effectively
Masterfully develops and leads project management systems to cohesively advance the work of the ED to ensure projects remain on-track
Artfully prioritize conflicting needs and handles matters proactively and thoughtfully offering recommendations to the ED, closing gaps and tying up loose ends
SPECIAL PROJECTS – 15%
Skillfully manages special projects for the Principal, some of which may have organizational impact Expeditiously follows-through on projects to successful completion, often with deadline pressures
Dutifully travels, as needed, with the Principal to provide support and coordinates logistics for the Principal’s public appearances
Actively maintains an understanding of the current social/political environment, including the mission and vision of Make It Work Nevada/Make It Work Nevada Education Fund and corresponding projects
A minimum of two years of experience in a non-profit or political advocacy organization setting
A Bachelor’s degree is preferred: Experience in excess of 3-years may be substituted for a degree
Commitment to MIWN’s mission, vision and values
Excellent administrative, analytical and organizational skills with the ability to balance multiple priorities across multiple commitments while performing several tasks seamlessly, on-time and with excellent attention to detail
Ability to manage a high-volume of daily correspondence and requests across multiple accounts/sources while keeping the ED up-to-date in concise, meaningful ways
Enjoys and takes pride in all assignments and tasks, whether administrative or strategic, and works to consistently achieve high performance goals and uphold a standard of excellence
Foresight and intuitiveness to anticipate needs and propose creative solutions for any issues
Very strong interpersonal skills and the ability to build relationships with staff, board members, partners, donors, the media, and community members
Highly resourceful team-player who can work well and collaboratively with others
Expert written and verbal communication skills
High emotional intelligence to understand and manage your emotions and the emotions of others to maintain a connected, empathetic and professional work environment
Experience working with and in Black/POC communities
Experience working in the political or nonprofit sector
Ability to work independently on projects, from inception to completion, and work under pressure to meet multiple and competing deadlines
Strong decision-making including the ability to exercise good judgment, aligned with Make It Work Nevada’s culture and values, in a variety of situations
Tact to handle confidential/sensitive information and communications with care and discretion Forward-thinking, actively seeks opportunities and proposes solutions
Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), G-Suite (Gmail, Google Docs, Drive, and Calendar), Zoom, SLACK, Mailchimp, Adobe Acrobat, and social media platforms
Available during traditional work hours (8 am – 5 pm), across multiple time zones
Strong ability to understand and prioritize requests for the ED’s time and presence to ensure important requests are being addressed quickly
Commitment to respond to all requests on behalf of the ED within 36 hours and deliver on key tasks in an efficient and timely manner
Ability to work long hours, nights, and weekends, when needed, and availability via text and phone to problem solve urgent concerns, as they arise
Availability to travel up to 25% of the time
COMPENSATION AND BENEFITS
The salary range for this position is $40,000 – $55,000, commensurate with experience. Make It Work Nevada offers comprehensive benefits including but not limited to medical, dental, vision, life insurance, employee assistance and other resources to support a centered, healthy quality of life for staff and their families.
HOW TO APPLY
To apply, email a cover letter, resume, and list of three references in PDF format (one combined file preferred) to firstname.lastname@example.org.
Make It Work Nevada is an equal opportunity employer that does not discriminate on the basis of race, color, religion, national origin, age, size, sex, sexual orientation, marital status, disability, or any other characteristic protected by law. People of color, working class people, differently-abled people, formerly incarcerated people and LGBTQOC persons are encouraged to apply.
About Make It Work Nevada
Make It Work Nevada is a policy-driven organization that is shifting the landscape of our community through advocacy and education to support the long-term health and vitality of Black and Brown families.