As the Assistant, National Development, you will be responsible for providing essential administrative support for the Senior Vice President, National Development. You will also provide administrative support for key projects in support of the Chief of Staff to the Senior Vice President, the Vice President of Development Operations, and the Senior Managing Director, Knowledge and Learning. This includes administrative and logistical support, heavy calendar scheduling and travel coordination, expense management, and supporting the coordination of team meetings and retreats. You will also work closely with the broader team to provide operational capacity like: supporting event coordination, driving monthly budget forecasting, and leading ad-hoc projects. In partnership with the Chief of Staff and the Manager of Operations and Communications in the Office of the Senior Vice President, you will support team-wide culture strategy and communications.
The ideal candidate has a conscientious customer service ethic and possesses superb organizational and multi-tasking abilities. The candidate exhibits exceptional judgment and detail orientation, is excellent at managing up to senior leaders, and is able to effectively prioritize work within a dynamic, deadline-driven environment. This will be an exciting and energizing opportunity for you if you are interested in working closely with a senior leader, supporting high-impact projects, and learning the inner workings of a dynamic nonprofit. You will report directly to the Chief of Staff, OSVP.
Primary responsibilities will include but are not limited to:
Administrative Support (50%)
- Strategic management of SVP of National Development’s calendar so that everyone involved comes into meetings well-prepared and out of them having made the greatest impact possible in pursuit of National Development goals & priorities
- Strategically manage the SVP’s time by using judgment and context to coordinate complex calendars that align with priorities, managing the scheduling of internal and external meetings
- Coordinates all travel on behalf of SVP and Chief of Staff
- Ensures SVP is adequately prepared for internal and external meetings, including outreach to receive pre-work/agenda materials and sharing said prep materials with the SVP in advance of engagements
- In partnership with the National Development Team’s Power Budget Tracker and Finance team, create, manage, and track expense reports in order to support financial compliance and the monthly forecasting processes in order to promote the team’s responsibility to financial stewardship
- Process monthly expenses and receipts for the SVP and Chief of Staff
- Support the Power Budget Tracker with reviewing and processing senior leaders’ expenses and reimbursements to help drive team-wide compliance
Cross-Stream Operations (30%)
- Support the planning and on-site execution of logistics for team engagements, such as in-person National Development Team retreats, Development Operating Team retreats, and Development Operations Retreats, Development Learning engagements, etc.
- Support the planning and logistics of full-team calls and ad-hoc engagements
- Support the OSVP in effectively building and sustaining a positive team culture across the National Development Team through virtual and in-person initiatives.
Drives and participates in a variety of special projects related to operations and strategy in order to support the Office of the SVP and National Development Leadership team in reaching strategic goals (20%)
- Provide ad-hoc administrative, logistical or project support for the SVP, OSVP Chief of Staff, and members of the National Development leadership team
- Track development staff’s milestones (birthdays and year of service anniversaries) and send notifications of upcoming milestones to staff’s manager
- Partner with the Chief of Staff to identify projects that are aligned with your interests and long-term professional goals
- 1-3+ years of professional work experience required (ideally in an administrative or support function with a senior leader/executive)
- If not Cincinnati or Boston-based, previous experience as a remote/virtual coordinator or assistant is strongly preferred
- Knowledge of MS Outlook, Word, PowerPoint and Excel; in particular, familiarity with MS Outlook preferred
- Ability to effectively manage complex calendars
- Ability to think critically and strategically and exhibit strong judgment while operating with a high level of organization, attention to detail and energy
- Ability to anticipate the needs of others and collaborate across functions to resolve unexpected challenges
- Strong sense of personal responsibility
- Ability to work efficiently and with accuracy in a fast-paced, deadline-driven environment
- Strong customer service orientation and problem-solving orientation
- Ability to handle multiple tasks at once with a spirit of flexibility, sense of possibility, and a strong customer service ethic
- Strong collaborative spirit and sense of teamwork
- Effective and professional communication skills, especially in written correspondence
Work Demands
- Ability to travel to in-person meetings in various U.S. cities (6-7 times a year)