Special Assistant

Overview

About The Role

Resilience Force is seeking a Special Assistant who will serve as a liaison, strategic thought partner, and advanced administrative and relationship support for the Executive Director. This role requires an excellent sense of prioritization, strategic communication, and discretion. Supporting Resilience Force in this position requires superb attention to detail as a high-level manager of work flow across the organization, executive scheduling, correspondence, travel, event planning, and logistics.

 

A successful candidate for this position can track both routine and immediate priorities to support the work of the Executive Director in a rapid response environment. They will work independently and exercise best judgment with the ED’s goals in mind in a manner that is well-organized and responsive to feedback. They are cognizant of the intersection of inequalities which makes the impact of natural disasters worse for poor, Black, Brown, rural, and Native American communities and are committed to supporting the work to make disaster relief more equitable and communities more resilient. The Special Assistant plays a key role in fostering a healthy and constructive office that can efficiently lend itself to support the needs of a growing organization committed to community centered disaster relief. You should apply if you are excited to help nurture the growth of Resilience Force, and have a passion for supporting workers’ rights and remedying inequitable recovery from disasters caused by climate change.

 

Resilience Force is proud to be a racial and social justice oriented organization and we reflect this commitment in our staff, including at leadership levels. We want to continue to cultivate a positive, inclusive workplace culture where all can thrive. We are particularly interested in receiving applications from a broad spectrum of qualified people who represent diverse backgrounds.

 

The Special Assistant can expect to..

Provide executive support at a high level, regularly anticipating the ED’s needs, assessing priorities, and acting efficiently and quickly to keep projects moving.
Coordinate the ED’s schedule with internal teams and external stakeholders
Manage meeting preparation, note taking, and follow up for key meetings
Draft correspondence and materials for the ED
Serve as main point of contact and first response for inquiries and requests
Arrange travel and event logistics, sometimes traveling with the ED

 

Job requirements
Responsibilities

Executive Management

 

Proactively keeps track of Executive Director’s short-term, long-term, and emergent priorities; enhancing daily work flow, navigating conflicting demands and intervening independently or delegating as appropriate
Serves as ED’s liaison and representative, managing and organizing email accounts, Google Drive, etc., and making strategic decisions about what needs the ED’s attention and what can be responded to on his behalf
Leads scheduling internally and externally, staying well versed in the ED’s affairs and ensuring that time is allocated to the highest priorities
Maintain communication with key stakeholders, both internally and externally; Support the cultivation of strategic partnerships and relationships
Uses discretion when dealing with sensitive and confidential information

 

Executive Administrative and Project Support

 

Concurrently tracks and manages multiple workflows; prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures and input required from multiple stakeholders
Creates meetings and associated timelines; prepares and distributes meeting notifications, materials, notes, and follow-up; and manages all correspondence and meeting execution accurately and efficiently
Ensures efficiency, accuracy and quality control for tracking and reconciling ED’s expenses, organizing receipts, and submitting documentation for purchases and reimbursement
Conducts research; drafts memos and written communications to external stakeholders as needed
Leads and supports other administrative projects as directed by ED; ensuring that they are accomplished in a timely and accurate manner

 

Travel and Events

 

Flawlessly manages significant travel for the Executive Director; prepares, tracks and coordinates ED’s briefings, travel arrangements, meeting schedule, etc.
Travels independently and with the ED (30-50% of Special Assistant’s time) as requested
Manages and/or provides logistical support to special events including but not limited to running the invitation and confirmation process, the strategic planning of content, and fielding requests according to ED’s availability.

 

We encourage applicants who have a passion for this work to apply even if your experience differs or doesn’t meet every single requirement that has been outlined here.

 

Required Qualifications

At least two 2-3 years of administrative support experience at an executive level, ideally in a social justice or nonprofit environment
Strong organizational skills including the ability to perform and concurrently prioritize multiple projects with competing timelines, flexibly adjusting work plan according to shifting priorities
Excellent verbal, written, presentation, communication and facilitation skills required, including transcribing, proofreading and editing, with exceptional attention to detail and accuracy.
Maintains an understanding of the current social/political environment, with knowledge of and commitment to movements for immigrant rights and workers’ rights, as well as racial economic justice.
Excellent interpersonal skills; ability to communicate and engage with colleagues, external stakeholders, and public figures, including government officials, effectively and appropriately.
Skilled at coordinating meetings and travel arrangements.
Experience with office equipment and software applications including MS Office, Google Suite, etc.
Able to use discretion and maintain a high degree of confidentiality
Physical Job Requirements:

Ability to work long hours, nights, and weekends
Extended use of computer and phone
Ability to travel [up to 40%]
Responsiveness to urgent communication to strategize through rapid-response moments
Must be able to work on Eastern Time schedule in alignment with Executive Director

 

Work Environment:

This is a permanently remote position.
Benefits and Salary

The salary range for this position is $80-90K and will be commensurate with experience. Our benefits include a 401k with 4% matching contributions, five weeks of paid vacation, 100% employer-paid health insurance (includes vision and dental) for employees, paid short term disability insurance, and life insurance.