Special Assistant to the Executive Director

Reports To: Executive Director

Supervisory Responsibilities: This is not a management or supervisory position

FLSA Status: Exempt

Location: Fully remote, even post-pandemic

United for Respect is a national organization building the voice of people working for the country’s largest corporations. Through scaled leadership development and base-building, UFR’s growing network is challenging major corporations and policymakers to provide family‐sustaining jobs for all working people. We leverage technology — social media, relational tools, and our digital platform, WorkIt — and bring the workforce into a shared community of support and advocacy. 

Reporting to the Executive Director, the Special Assistant to the Executive Director role is an exciting opportunity for a highly organized, detail-oriented multitasker to contribute to the seamless functioning of the organization by providing executive and development support.  The Special Assistant to the Executive Director is responsible for handling a wide range of administrative and executive support related tasks and must be able to work independently with little supervision, and be able to exercise sound judgment. 

This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a virtual organization. The ability to interact with staff (at all levels), as well as members of the Board of Directors in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. 

What You Will Be Doing:

Executive Assistance

  • Provide administrative support to the Executive Director, which includes scheduling, preparing the Executive Director for critical internal and external meetings, and owning special projects as requested

  • Responsible for heavy calendar management, requiring interaction with both internal and assistants, where applicable, of external stakeholders

  • Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner

  • Represent the Executive Director and organization in a professional and congenial manner in person, in telephone conversations, and in written correspondence

  • Prepare expense reports and reimbursements for the Executive Director

  • Make all travel arrangements, and manage administrative processes for travel and cash expenses, for the Executive Director

  • Draft and prepare correspondence/emails on behalf of the Executive Director

  • Manage email traffic and prepares responses as requested for Executive Director approval

  • Assist in the Executive Director’s internal communication with staff

  • Ensure that requests for action or information are relayed to the appropriate staff member

Development

  • Working with the Development team:

    • Ensure timely and efficient management and entry of pipeline information, leads, grant information

    • Collaborate with the Development team to ensure timely and efficient management of pipeline and deliverables for the Executive Director

    • Provide logistical support for program and fundraising events, workshops, and celebrations, such as securing in-kind donations and day-of-event coordination

    • Prepare profiles of funders, partners and others that the Executive Director will be meeting with, or looking to meet with, prior to the meeting or first contact

Operations

  • Oversee Executive Director’s operational needs and coordinates with the People Ops and Culture team to implement recommendations, improvements, or changes as needed based on assessments of needs and use of current resources and systems 

  • Schedule Senior Management Team meetings and coordinate group travel for the team

  • Help plan and coordinate Board of Directors meetings including agenda and board packet preparation, information dissemination, and other logistics as well as records minutes at Board of Directors meetings

 

Our Ideal Candidate:

  • 5-7 years requisite administrative and/or executive support experience in a nonprofit setting

  • Expert level written and verbal communication skills, strong decision making ability and attention to detail are equally important

  • Highly organized and possessing of excellent time management skills and is able to meet deadlines in spite of frequent interruptions

  • Proven track record of taking initiative and have a knack for devising creative solutions to any problem in your path

  • Thrives in a fast-paced environment and enjoy juggling several tasks at once

  • Customer-oriented and approach every situation with a spirit of generosity

  • Demonstrates good judgement and discretion

  • Desires to learn more about aspects of nonprofit development, such as grant writing and campaign fundraising

We’re Excited About You Because You

  • Thrive in collaborative working environments and actively seek ways to make your work stronger by sharing your expertise and strengths and leveraging those of others

  • Are committed to economic, racial and gender justice

  • Have demonstrated experience contributing to an inclusive working and professional development environment

  • Are calm in a crisis, agile, and have great instincts about how to pivot quickly when needed

  • Proven track record for being a self-starter. 

  • Embrace technology as an enabler to help you get your job done and to collaborate in a culture that promotes passion in technology.

Salary Range: $55,000-65,000k dependent on experience and location

United for Respect is an Equal Employment Opportunity employer and actively recruits people of color, women, individuals with disabilities, and members of the LGBTQIA+ community. United for Respect provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.