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Special Assistant to the Executive Office and Board

Posted by
Oxfam America
|
Boston, MA
New
|
Published 24 days ago

Special Assistant to the Executive Office and the Board

·      Boston, MA, USA

·      Full-time

·      Department: Executive Office

·      Exempt Status: exempt

Company Description

Oxfam is a global organization that fights inequality to end poverty and injustice. We offer lifesaving support in times of crisis and advocate for economic justice, gender equality, and climate action. We demand equal rights and equal treatment so that everyone can thrive, not just survive.

Job Description

 

PURPOSE OF POSITION:

This position will serve as the tactical hub of the Executive Office (EO) – a small (but mighty), high-trust team that provides strategic support to the President & CEO, the Senior Leadership Team, the Board of Directors, and staff engagement. The Special Assistant to the EO will work across divisions and in close consultation with the Chief of Staff to provide the highest level of efficient and effective support to the team to enable smooth delivery of these core responsibilities.

KEY RELATIONSHIPS:

Executive Office, Senior Leadership Team (SLT) members, Board of Directors, Divisional Coordinators and Specialists

 

PRIMARY RESPONSIBILITIES:

 

Direct Support and Coordination of the Executive Office

·      Track and evaluate the progress of Executive Office Team and support ongoing work when necessary, identifying gaps in systems and presenting solutions; manage and run regular EO team meetings

·      Coordinate and monitor Executive Office budget; work with Finance and HR to develop contracts and process invoices for external vendors

·      Provide scheduling and logistics support for Senior Leadership Team meetings and other complex cross-organization meetings; provide scheduling and logistics support to strategy team as needed

·      Create and maintain a quality digital filing and communications systems for the Executive Office

·      Draft, edit, and proof selected correspondence, memorandums, and reports as designated by the Chief of Staff

·      Represent the EO internally, building strong partnerships with other teams and divisions

·      Support and backstop the Executive Assistant to the President when needed, including scheduling, domestic and international travel, expense reporting and other administrative duties

·      Support the Chief of Staff and other team members on special projects as assigned

 

Direct Support of the Board of Directors

·      Serve as the primary liaison to Board members on routine communications, scheduling, and logistics

 

·      Support on the planning and execution of quarterly board meetings

o  Assemble and organize all documents for the board meetings

o  Manage travel, catering, or lodging logistics for any in person board meetings

o  Take meeting notes and draft minutes

o  Support the Chief of Staff for board content development as needed

o  Support Staff Elected Board Member on staff board meeting preparation

·      Support the Board Development and Governance Committee

o  Maintain updated board records, including board rosters (with contact info, term dates, attendance, and core competencies), committee lists, and prospective candidates

o  Schedule committee meetings, take notes, and draft minutes

o  Support Board members from first official days through exit: coordinate orientation and onboarding; post and maintain bios; ensure access to OUS systems, etc.

·      Work with VPs and Divisional Coordinators to track and support other committee meetings and materials

·      Assist the Board Chair in OUS and OI business as needed

 

EXPECTATIONS FOR THE POSITION:

 

General Expectations

·      Will stay abreast of professional standards, trends and issues affecting this set of responsibilities, demonstrating continuous learning of the field.

·      Will work effectively and collaboratively in support of building a team-based, problem-solving work culture performing all duties appropriately for a multi-cultural environment, treating all persons with dignity and respect, and will be familiar with and committed to Oxfam America mission, values and goals.

·      Will have an understanding of gender justice and diversity within key areas of responsibility and a commitment to promoting gender justice, racial equity and diversity in our workplace and programs.

·      Within key areas of responsibility, will have a commitment to providing a safe environment for staff, partners, and beneficiaries, and a commitment to promoting safeguarding in our workplace, programs, and the communities we serve.

Specific Expectations

•        Will be extremely organized and enjoy bringing appropriate measures of order to a fast moving and multi-dimensional stakeholder environment.

•        Will co-create an environment of teamwork and collaboration where each member of the team knows what they are doing and feels their work is recognized and valued.

•        Will be comfortable with ambiguity and change, and have the ability to guide others through change processes effectively and calmly.

•        Maintain strict confidentiality when required and handle sensitive information with discretion

Qualifications

 

 

REQUIRED QUALIFICATIONS:

 

Education:

 

A diploma/certificate or equivalent training in a relevant field.

 

Experience and Core Competencies

•        Three to five years prior experience of supporting executive teams, boards, or senior executives.

•        Demonstrated ability to effectively and efficiently manage multiple tasks and complex logistics in a high-pressure environment.

•        Interest in Oxfam’s mission and work, and sound understanding of high-level business and organizational issues.

•        Proven project management and delivery experience.

•        Firm understanding of Board procedures.

•        Proactive with excellent organizational skills and attention to detail; dependable and responsive.

•        Ability to handle sensitive and confidential situations with diplomacy and discretion.

•        Demonstrated ability to work independently and as part of a team.

•        Excellent interpersonal skills and proven ability to create a friendly and welcoming environment.

•        Excellent verbal and written communication skills.

•        Proficient in Windows and Microsoft Office applications or equivalent, including word- processing, spreadsheet, and presentation software; existing experience with Box and Board management tools (i.e. Boardpaq) a plus

•        High level of comfort with electronic communications, Microsoft Outlook preferred.

•        Flexibility and a good sense of humor.

Preferred

•        Experience working in a global federation or confederation or complex multi-stakeholder context.

•        Experience working in a unionized environment.

 

Additional Information

All your information will be kept confidential according to EEO guidelines.

Oxfam America is a Gender Just organization and an equal opportunity employer. We have a zero tolerance policy for any sexual harassment, exploitation, and/or abuse. We welcome all persons to apply and do not discriminate. We take measures to prevent discrimination against any employee or job applicant on the basis of race, color, gender, national origin, age, religion, creed, disability, veteran's status, sexual orientation, gender identity or gender expression.

Special Assistant to the Executive Office and the Board

·      Boston, MA, USA

·      Full-time

·      Department: Executive Office

·      Exempt Status: exempt

Company Description

Oxfam is a global organization that fights inequality to end poverty and injustice…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Job Type
    Contract
  • Start Date
    May 16, 2022
  • Application Deadline
    April 30, 2022
  • Education
    4-Year Degree Required
  • Experience Level
    Intermediate
Salary
USD $70,000 - USD $82,000
/ year

Benefits

Excellent Benefits package

Excellent Benefits package

Level of Language Proficiency

English - fluent

English - fluent

Location

Temporarily Remote
Work must be performed in or near Boston, MA
Associated Location
226 Causeway St, Boston, MA 02114, USA

How to Apply

Please include resume and cover letter - thank you.

Please include resume and cover letter - thank you.

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