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Special Assistant to the Executive Director

Posted by
Galvanize USA
|
Seattle, WA
New
|
Published 1 month ago

Can you not resist circling a typo, even when you're reading for pleasure?

Does a well-organized to-do list, an email inbox with zero new messages, and a color-coded calendar make your heart sing?

Are you the friend who plans group activities and makes sure everyone has a ride home?

If you answered yes to these questions, this job might be for you...

The Special Assistant to the Executive Director provides executive assistance to the Executive Director, including scheduling; drafting and managing correspondence; facilitating donor relationships; and performing other duties as needed. Working closely with the Executive Director, Chief of Staff, Chief Operations Officer, and Directors, the Special Assistant to the Executive Director is responsible for 1- setting up the Executive Director for success; 2- development, board, and affiliated organizational activities; and 3- ensuring follow through on a wide range of projects. 

You are the right hand to the Executive Director: you represent her and help to manage some of the most critical relationships to the organization’s success. Success in this role requires a commitment to excellence, strong project management and the confidence to manage up, strategic thinking, anticipating needs and potential roadblocks, and proactive problem solving. We are seeking candidates who pride themselves in being trustworthy, responsible, and thorough. 


Responsibilities and Tasks 

  • Executive Support
  • Maintain and coordinate the Executive Director’s calendar to reflect strategic priorities, including initiating and coordinating internal & external meetings
  • Monitor Executive Director’s email inboxes to ensure priority messages are addressed and routed on a timely basis
  • Support the Executive Director to prepare for meetings, events, and other initiatives by coordinating supporting resources and blocking the necessary time
  • Handle routine correspondence, invitations, and materials for speaking engagements
  • Manage all travel arrangements for Executive Director and other staff as needed
  • Help to triage deadlines, provide project management and administrative support to the Executive Director on all manner of deliverables from operational (time sheets, expense reports) to programmatic (approvals, strategic decisions, etc.) 
  • Staff Executive Director at meetings as necessary
  • Provide other support as needed
  • Development 
  • Serve as the primary point of contact for the organization’s individual donors
  • Manage gift acknowledgments and follow up from the Executive Director
  • Partner with the Communications team to send out donor-facing newsletters using our CRM
  • Project manage virtual and in-person development events, ensuring success from event conception to completion and follow through
  • Maintain donor-facing Google Drive folders and Google Sites
  • Update and maintain the development database with contact information, contribution records, and correspondence 
  • Board Management
  • Serve as the primary point of contact for the organization’s Advisory Committee and convene the group quarterly or as needed
  • Liaise with the Director’s Council, a fundraising committee comprised of major donors
  • Support the Executive Director’s participation in external boards and committees
  • Miscellaneous
  • Coordinate logistics for Galvanize-hosted events and meetings
  • Maintain office efficiency by managing office systems and ordering supplies
  • All employees of Hopewell Fund are required to complete timesheets
  • Performs other duties as needed


Top candidates will be based in Seattle, WA, highly detail oriented, great team players, intentional, and reliable. You should have:

Education and Experience:

  • Bachelor’s degree or equivalent experience and training
  • At least 2-3 years of experience supporting an executive with donor engagement and board liaison activities

Knowledge, Skills, and Abilities:

  • A proactive approach to problem solving; you see what is needed, drive solutions, adapt with ease, and develop systems to help Galvanize USA realize its potential.
  • Exceptional judgement and independent decision-making skills, with the ability to discern when more guidance is required.
  • Strong interpersonal and writing skills.
  • Ability to manage high-stakes relationships with grace and confidence.
  • A demonstrated commitment to meeting a high bar and a history of getting things done with a can-do attitude.
  • A track record of developing and maintaining cooperative working relationships with and among a diverse group of stakeholders.
  • High emotional intelligence and strong commitment to the organization’s mission of unlocking the power of women to advance progress for all.
  • Commitment to understanding race, class, gender, and other equity issues as part of your work as well as the impact these structural issues have on our collective work environment.
  • An ability to travel up to 1-2 times/month (dependent on COVID-19)

Valued and Non-Essential Education, Experience, Knowledge, Skills and Ability 

  • Proficiency in G Suite, Asana, Zoom, NGP VAN/EveryAction, and/or similar technology is ideal. The ability to independently master these and similar software is critical.
  • An interest in current events and the U.S. political landscape.

About Galvanize USA

Galvanize USA is a nonpartisan civic empowerment program for women who want to help build an America that works for everyone - white, Black, and Brown. Women who participate in Galvanize USA programming gain confidence, knowledge, and skills to more fully and authentically engage in civic life. We believe in unlocking the power of every woman to use her political agency to advance progress for all. 

Hiring Statement

Galvanize USA is a project of Hopewell Fund, a 501(c)(3) public charity that incubates new and innovative public-interest projects and grant-making programs. Hopewell Fund is committed to attracting, developing and retaining exceptional people, and to creating a work environment that is dynamic, rewarding and enables each of us to realize our potential. Hopewell Fund’s work environment is safe and open to all employees and partners, respecting the full spectrum of race, color, religious creed, sex, gender identity, sexual orientation, national origin, political affiliation, ancestry, age, disability, genetic information, veteran status, and all other classifications protected by law in the locality and/or state in which you are working. 

Can you not resist circling a typo, even when you're reading for pleasure?

Does a well-organized to-do list, an email inbox with zero new messages, and a color-coded calendar make your heart sing?

Are you the friend who plans group activities and…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Start Date
    June 15, 2021
  • Application Deadline
    June 4, 2021

Salary

$65,000 - $75,000

Benefits

Galvanize USA also offers a comprehensive benefits package that includes 100% employer-paid health, dental, and vision insurance, 3% employer match on 401k contributions, pre-tax transportation benefits, and paid holidays, vacation, sick, and volunteer time off.

Galvanize USA also offers a comprehensive benefits package that includes 100% employer-paid health, dental, and vision insurance, 3% employer match on 401k contributions, pre-tax…

Location

Temporarily Remote
Work must be performed in or near Seattle, WA
Associated Location
Seattle, WA, USA

Apply to This Job

Instructions:

Please submit your resume and a cover letter. In your cover letter, please tell us 1) what your favorite part of this job would be and why and 2) any information about your availability to start. Applications will be accepted and assessed on a rolling basis, with priority given to applications received by May 26 and applicants who can start in mid-June.

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