Executive Assistant at CLLCTIVLY

Executive Assistant

CLLCTIVLY

Job Description

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Endeavor TBD is operating the search and selection process for CLLCTIVLY. We are an operations firm for the socially-vested and assist clients who have a purpose beyond profit with their operational needs.

Position Overview

The Executive Assistant supports organizational growth and efficiency by providing strategic, administrative, and communications support to the CEO. This role will often be the first point of contact for the organization and will also contribute to the development and implementation of effective business systems and operations. The Executive Assistant will work as part of the senior level team and will report to the CEO.   

About CLLCTIVLY

CLLCTIVLY, a fiscally sponsored project of Possibility Labs, is a place-based social change organization centering Black genius, narrative power, social networks, and resource mobilization. CLLCTIVLY seeks to: 

• End the fragmentation and duplication of programs through relationships and collaboration, 
• Increase capacity of Black-led organizations through direct investment and shared learning experiences, and 
• Serve as a resource for the Greater Baltimore community that seeks to find, fund and partner with Black social change organizations. 

Since its launch in 2019, CLLCTIVLY has mobilized over $2 million in no-strings-attached grants to support Black-led organizations in Baltimore.  

About Possibility Labs 

BIPOC-led movements and power building initiatives, as well as funders and donors who want to fund BIPOC-led social movement groups, need effective and values aligned infrastructure to gather and deploy money at the speed and scale necessary to build the power needed to create a world where BIPOC and historically low-income communities have self-determination, clean air, clean water, and clean energy.

Possibility Labs’ mission is to accelerate and empower community-driven solutions that are built, led, and governed by and for low-income and BIPOC communities, by providing the essential financial and legal infrastructure to manage and move integrated capital to BIPOC-led movement groups. We aim to advance racial, gender, and climate justice, and a new economy where everyone thrives.

Core Responsibilities

• Executive Support and Administration (45%)
• Provide high-level administrative support to the CEO, including managing e-mail correspondence, scheduling appointments, and handling phone calls with professionalism and discretion.
• Maintain and coordinate the CEO's calendar, proactively scheduling meetings, conferences, and appointments, while ensuring optimal use of their time.
• Arrange travel accommodations, including flights, hotels, and ground transportation, while managing itineraries and expenses efficiently.
• Manage CLLCTIVLY's public-facing main e-mail account and shared team calendar
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• Strategic Communication and Coordination (30%)
• Act as a liaison between the CEO and internal/external stakeholders, ensuring clear and timely communication.
• Prepare, edit, and proofread documents, presentations, and reports, ensuring accuracy and attention to detail.
• Assist the CEO in prioritizing tasks, managing deadlines, and following up on action items to ensure objectives are met.
• Prepare agendas, materials, and briefings for meetings, ensuring the CEO is well-prepared and informed.
• Handle sensitive and confidential information with discretion and maintain a high level of confidentiality.
• Continuously identify and implement process improvements to enhance the CEO's productivity and effectiveness.
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• Business Operations (20%)
• Process payments and track budget in partnership with COO.
• Support the development and implementation of key business processes and systems.
• Support the coordination of event/meeting logistics and vendor management.
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• Other duties as assigned (5%)

Expected hours of work

Standard CLLCTIVLY office hours are Monday through Friday, 9 a.m. to 5 p.m.  While expected to be available during the regular office hours, daily schedule is flexible and will be decided in consultation with the supervisor and based on the scope of work and organizational needs. Work on some weekends may be necessary based on special events or programs hosted by CLLCTIVLY or its partners.

Travel  

Occasional domestic travel may be required for meetings and conferences.  

Essential Knowledge, Skills and Experience

• Minimum of 2 years of experience as a personal assistant or in a similar role, supporting C-level executives is preferred;
• Bachelor's degree or equivalent experience;
• Excellent verbal and written communication skills;
• Exceptional time management and organizational abilities;
• Strong problem-solving skills and ability to adapt to changing priorities;
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook);
• Ability to work independently and as part of a team;
• High level of professionalism and discretion; and
• Strong attention to detail.

 Position Type and Compensation

• 100% FTE (40 hours/week), exempt, salaried position. Annual gross pay range is $75K - $90K (@100% FTE).
• Regular employees working at least 30 hours per week are eligible for  medical/dental/vision benefits.
• PL’s 100% FTE benefits package includes:
• 20 days of vacation leave per year;
• 14 standard holidays and 2 personal days per year;
• 12 sick days per year;
• Medical, vision, dental for employees and dependents (enrollment is effective on the hire date, and may require a per paycheck employee contribution);
• 100% employer sponsored basic life/AD&D, short-term and long-term disability insurance coverage;
• Access to a 401K retirement plan; and
• Access to a healthcare FSA and Commuter Benefits Program.

Timeline of the Selection Process

• Application Opens - April 15, 2024 
• Zoom “Phone” Screens - April 22, 2024 - May 3, 2024
• 1st Round Interviews (Virtual) - May 8, 2024 - May 10, 2024
• Case Study - Sent - May 13, 2024; Due Back - May 15, 2024
• 2nd Round Interviews ( Virtual) - May 20, 2024 - May 27, 2024
• Reference Checks - May 20, 2024 - May 27, 2024 
• Offer Letter to Final Candidate - May 31, 2024 
• Expected Start Date of Executive Assistant - June 17, 2024

Apply

If you are interested in applying for the Executive Assistant position at CLLCTIVLY, please submit your application here, including a resume and customized cover letter–it doesn’t have to be long, but should indicate why you are applying for this role. 

Possibility Labs is an equal opportunity employer that does not discriminate on the basis of race, color, religion or belief, disability, gender, nationality, ethnicity, sex (including pregnancy, childbirth, or related medical conditions), gender identity or expression, sexual orientation or any other status protected by law. Possibility Labs welcomes applicants of all backgrounds and walks of life. We strongly encourage applications from members of marginalized communities, including but not limited to people of color and those who identify as LGBTQIA+.

• Regular employees working at least 30 hours per week are eligible for  medical/dental/vision benefits.
• PL’s 100% FTE benefits package includes:
• 20 days of vacation leave per year;
• 14 standard holidays and 2 personal days per year;
• 12 sick days per year;
• Medical, vision, dental for employees and dependents (enrollment is effective on the hire date, and may require a per paycheck employee contribution);
• 100% employer sponsored basic life/AD&D, short-term and long-term disability insurance coverage;
• Access to a 401K retirement plan; and
• Access to a healthcare FSA and Commuter Benefits Program.

If you are interested in applying for the Executive Assistant position at CLLCTIVLY, please submit your application here, including a resume and customized cover letter–it doesn’t have to be long, but should indicate why you are applying for this role.