Special Projects Assistant
Company: City Year
Posted on: August 17, 2019
City Year Washington, DC is seeking a dynamic, creative, and
detail-oriented Special Projects Assistant who will report to the
Vice President & Executive Director and primarily support the
day-to-day operation of the Office of the Executive Director and
special projects for the Executive Director and senior management
team. Responsibilities Executive Assistant Responsibilities (50%)
- Provide excellent administrative support to the Executive
Director (ED). This includes, but is not limited to, efficiently
maintaining calendars, scheduling meetings and conference calls,
arranging travel, writing meeting minutes, reviewing mail, and
preparing presentations and speaking points for ED on an array of
topics for a breadth of constituencies.
- Anticipate the logistical and informational needs of the ED to
ensure they are well prepared for meetings, presentations, and
events. Plan and prepare for internal and external meeting needs
hosted by the ED; reserve meeting rooms, arrange for appropriate
Information Technology Services support, inform appropriate staff
members of visitors in advance, arrange for meeting refreshments,
welcome and escort visitors, and ensure meeting rooms are left in
- Assist with special projects by conducting research, collecting
and analyzing data, drafting reports and preparing presentations
for internal and external stakeholders.
- Prioritize agenda and schedule of the Executive Director and
manage work flow of the Executive Office and provide the
appropriate support to ensure the ED is operating efficiently and
- Understand City Year policies and procedures necessary to
ensure appropriate decision-making protocols are followed.
- Support ED's management of the senior management team,
including scheduling group and one-on-one meetings, creating
agendas for weekly meetings, and tracking tasks.
- Manage contact and fundraising database for ED with regular
- Prepare documents and presentations with an effective paper and
electronic filing system. Draft and finalize documents and
presentations for meetings and events using Microsoft Word, Excel,
and/or PowerPoint. Work with different departments and staff
members to make certain the messaging in the
documents/presentations is accurate for the intended audiences.
This includes drafting letters of correspondence to various
stakeholders, potential champions, and internal staff.
- Prepare and submit ED's expense reports regularly and according
to City Year policies.
- Monitor local education news and stakeholder social media to
keep ED abreast of pertinent news. Board Management 25%
- Manage production, collection, edition, and distribution of
board meeting materials. Oversee all logistical aspects of
quarterly board meetings/retreats, maintain accurate and complete
files on meetings, committees, and members.
- Create systems for and manage key board projects related to
recruitment of new members, on-boarding of new members, annual
review of all members, term renewals, etc.
- Communicate with board members and assistants regularly.
- Take minutes for board meetings and committee meetings and
manage action items and follow-up. Project Management (20%)
- Complete Executive projects. Support the initiatives and
responsibilities of the ED by completing special projects
throughout the year, as identified and requested by the ED
including but not limited to:
- Progress monitoring and support for the Site Advancement
- Drafting, updating, and managing annual calendar to align ED
work and priorities with overall site goals.
- Management of AmeriCorps Member engagement with ED and senior
management team in collaboration with Learning and Development
team. Organizational Initiatives & Site Support (5%)
- Engage in structured discussions and trainings on diversity,
inclusion, equity and belonging aimed at developing stronger
cultural competency, both individually and collectively as a
- Partner with City Year Washington, DC departments and staff to
ensure that site-wide goals are met, including, but not limited to,
the AmeriCorps member applicant interview process, stakeholder
engagement, event and service day participation, and
- Attend whole site events like Opening Day, MLK Day, Women's
Leadership Event, Graduation, Basic Training Academy, and other
site-wide designated events.
- Coordinate travel arrangements for ED and other staff members
for National Executive Leadership Conferences, Superchargers,
Retreats, etc. Qualifications
- Proven success operating in ambiguous and changing environments
with the demonstrated ability to manage and prioritize
- Strong critical thinking skills, the ability to solve problems
and see projects through start-to-finish.
- Exceptional organizational skills and attention to detail.
- Promptness, flexibility and a willingness to learn.
- Excellent written and verbal communication skills.
- Commitment to quality work.
- Capable of working individually and on a team.
- City Year and AmeriCorps alumni are encouraged to apply.
- Experience using Salesforce, or other database applications.
Compensation and Benefits Full time employees are entitled to
compensation commensurate with experience. Benefits for full time
employees include health insurance with Flexible Spending Account,
paid vacation, holidays, parental leave, 401K, and more. City Year
is an Equal Opportunity Employer, committed to a diverse workforce.
Individuals from all backgrounds are encouraged to apply, including
persons with disabilities and veterans.
Keywords: City Year, Washington DC , Special Projects Assistant, Other , Washington, DC
Didn't find what you're looking for? Search again!