The Senior Specialist of Special Projects and Management Support provides a wide variety of professional support to the Associate Vice President (AVP) of U.S. Programs & Advocacy (USPA), including managing schedule and ensuring preparation for and timely follow up after meetings and events. The Senior Specialist also collaborates with the AVP to manage USPA Senior Management Team (SMT) and Expanded Senior Management Team (ESMT) meetings and to manage special projects, including the Artist Ambassador program for USPA. Finally, the Senior Specialist collaborates with the Director of Planning and Knowledge Management on the strategic and annual planning process, monthly and quarterly reporting, knowledge management and internal communications.
Provide professional support to the AVP. (25%)
- Manage calendar and logistics for internal and external meetings. Respond appropriately to rapidly changing priorities.
- Anticipate and respond to AVP’s needs relative to meetings and events; work with relevant department/unit heads to develop briefings, presentations and other materials and ensure AVP is fully prepared.
- Ensure timely follow up from meetings, including working with relevant department/unit heads to execute action items.
- Prepare travel arrangements and expense reports.
Manage USPA SMT and ESMT meetings. (15%)
- Work with AVP to set and distribute agendas and other materials for USPA SMT meetings and quarterly retreats. Prepare minutes, capture action items and ensure prompt follow up.
- Develop and manage USPA ESMT. Set meeting schedule, develop agendas and ensure good participation across the division, as well as equitable representation of USPA business lines and support functions. Prepare minutes, capture action items and ensure prompt follow up.
- Circulate minutes of SMT and ESMT meetings to USPA staff on a monthly basis.
Manager Artist Ambassador program and other special projects for USPA. (35%)
- Develop and execute annual engagement and stewardship plans for Artist Ambassadors for USPA.
- Carry out other special projects including, but not limited to, preparation for Save the Children’s annual gala and coordination of VIP site visits and fundraising and advocacy events.
Collaborate with the Director of Planning & Knowledge Management on the strategic and annual planning process, monthly and quarterly reporting, knowledge management and internal communications. (25%)
- Lead the compilation of annual work plans and quarterly reports.
- Serve on the Knowledge Management Strategic Working Group; support the Director with system and process reviews, content audits and execution on plan deliverables; serve as chief editor and primary contributor for SMT Knowledge Management site on the USPA portal.
- Develop and implement monthly division newsletter.
- Manage the technical production and scheduling of the USPA monthly town halls
- You have a minimum 5-7 years' experience in project management, executive management support and/or resource development
- Excellent writing skills
- Strong strategic skills
- Exceptional organizational skills and attention to detail
Preferred Qualifications
- Ability to think clearly and strategically
- Strong interpersonal, team building and communication skills
- High level of initiative and energy
- Aetna Medical and Dental insurance with a concierge service
- Health Care and Dependent Care Flexible Spending Account
- Vision Insurance
- Life insurance
- Employee Assistance Program
- Commuter Benefit Program
- Vacation and Sick leave
- Paid holidays
What makes us special!
- Generous Retirement Savings with matching company contributions of up to 8%
- Family Leave – 10 additional days of paid time off for you to use to care for your family members
- Additional Maternity and Paternity Leave – 30 days where parents can take additional paid leave (beyond short-term disability and FMLA) at the birth or adoption of a child during that critical first year!
- Critical Child Illness Leave – We hope you never have to use it, but we will provide an additional 30 days of paid leave per year should your dependent child be faced with a critical illness.
- Pet Insurance, Critical Illness Insurance, Identity Protection, Home, Auto and additional Life insurances
- Summer Fun Fridays – During the summer months, early release at 1:30 pm every other Friday!
- Volunteer Day – One paid day a year to support the causes that matter to you!
- Ergonomic Options – Every employee at our HQ offices has the option of a sitting/standing desk
- Leadership and Employee Development Training, including:
- Our remarkable in-house CORE, Senior Management Development, and Leadership Development Programs
- Language learning opportunities
- Continuous Improvement skill development programs
- Brown Bag information sharing sessions
- Work hard/Play hard! We make sure there’s ample opportunity for fun, engagement, and celebration while you work, such as networking events, March Madness, World Cup, Dodgeball Tournaments, Take Your Child to Work Day, Founder’s Day, and our annual Day of Service