About Race Forward:
Race Forward is a national racial justice organization founded in 1981. We envision a vibrant world in which people of all races create, share and enjoy resources and relationships equitably, unleashing individual potential, embracing collective responsibility and generating global prosperity. We strive to be a leading values-driven social justice enterprise where the culture and commitment created by our multi-racial and diverse staff supports individual and organizational excellence and sustainability.
Race Forward advances racial justice through research, media and practice. We bring systemic analysis and an innovative approach to complex race issues to help people take effective action toward racial equity. Race Forward publishes the daily news site Colorlines and presents Facing Race, the country’s largest multiracial annual conference focused on racial justice.
The Executive Assistant to the Office of the President Associate position exists to provide key support to the President their various duties involving Board management, staff development and organizational growth and stability. This position is integral to insuring a smooth flow in the President's office. The Executive Assistant handles all of the logistical details that the President and Chief of Staff may miss to ensures they are meeting with key people at the right time. This individual must strategize the principals’ time so that they are using minimal energy to maximize timed results. The Executive Assistant removes the guess work of where, how and when so that the President's and Chief of Staff’s full concentration is centered on the why.
This position is located in the Race Forward office in New York City.
Essential Job Functions
· Complex scheduling:
o Scheduling on/off-site meetings for the President and the Chief of Staff the organization, Operational and private ad-hoc events.
o Correlating travel with the various speaking and contractual facilitation engagements across the country.
o Ensuring accurate planning, arrivals, departures, and appropriate materials are in place.
o 24/7 updates to the calendars for timely appearances and real-time adjustments.
· Expense reconciliation:
o Logging all expenses and receipts and for every trip, meeting, cost associated directly with the Office of the President.
o Coding to the appropriate General Ledger Code and reconciling in Certify/Mastercard expense system.
· Email correspondence:
o Monitoring of Office of President’s email accounts around the clock.
o Responding on President’s behalf diplomatically & in a timely manner; flagging important correspondence immediately and getting it in front of the President for review.
o Assists with program support functions, including recording meeting notes, operationalizing workflow systems, drafting documents, and developing systems to maintain files and records as assigned. Concise and direct follow-up with proper paper trail.
o In collaboration with development staff, monitors, tracks and informs staff of upcoming deadlines and deliverables such as project outcomes and/or annual, quarterly, and monthly narrative and financial reports as required by funders- calendar management of the Chief of Staff, meeting preparation
o Supports Weekly Executive Team, Senior Management, and National Staff Meetings
o Lead and support Special Projects as necessary.
o Responsible for scheduling Board Meetings and Board Committee meetings.
o Manage logistics, and follow-up for Board and Board Committee meetings.
o Support the President and Chief of Staff in the timely development of materials for Board and Board Committee meetings, including development and dissemination of Board books and minutes preparation.
· Phone calls:
o Directness, diplomacy and know-how; time is of the essence, coordinator must always deal in clean lines.
o Liaise between caller and Office of President
· Relationship Management:
o Support the President’s behalf with new or historical relationships.
o Proper assessment of new relationships and connecting to old contacts to reinstate relationships.
Required Education and Experience
This position requires an expert level of experience, which can be a combination of school and work time. There is a degree of aplomb, confidence and finesse that only comes with years of career knowledge.
In addition, the candidate must possess:
· Strong commitment to Race Forward's vision and mission.
· A Bachelor's Degree, and 5 to 8 years of experience supporting executive officers and senior management in a nonprofit setting.
· Excellent writing and verbal communication skills.
· Strong organizational and analytical skills.
· Results-oriented with proven ability to manage multiple projects
· Strategic thinking dedicated to achieving positive outcomes
Required Knowledge, Skills and Abilities
To perform successfully in this role, incumbent should possess skills identified below:
· Expert-level Microsoft/calendar software skills
· Basic knowledge of Microsoft Excel
· Basic knowledge of G/L, accounting
· Demonstrated history of efficient call management
· Highly organized, with strong time management skills
· Ability to multitask and prioritize, along with an appropriate sense of urgency
· Creative problem-solving skills
· Strong Interpersonal skills, including an ability to communicate successfully with a diverse array of constituents including internal staff, external vendors, funders, and members of the community
· Possesses a high degree of diplomacy and tact
· Discretion when handling items of a sensitive and/or confidential nature
· Serves as an ambassador/liaison on the President’s behalf
· Ability to analyze a number of alternatives and determine the most effective course of action
Employer paid Health, Vision, Dental, Life Insurance, Commuter/Remote Benefits, competitive Time off policies, and employer retirement contribution.
Minimum Education Required