Executive Assistant

Job Type

Full Time

Published

10/15/2018

Address

New York
New York
United States

Description

EXECUTIVE ASSISTANT

The Marshall Project is hiring an Executive Assistant to help support our President and ensure efficient operations of the President’s office. We are looking for an ambitious individual with an interest in the impact journalism can have on the criminal justice system.

Reporting to the President, the individual in this role will assume responsibility for the overall management and support for our chief executive and for other staff on the business side of The Marshall Project, as needed.

 

Responsibilities include:

  • Support the President in a range of duties—including but not limited to the scheduling and management of appointments, correspondence, travel, and related tasks.
  • Balance travel and off site engagements, prepare briefs, agendas and all related correspondence.
  • Conduct research and draft presentations, talking points, and visual materials for external audiences.
  • Author, edit and proofread correspondence.
  • Manage activities for board of directors and our advisory board(s): prepare material for meetings and calls; attend all regular and committee meetings; record and circulate minutes and other materials.
  • Develop spreadsheets and databases to maintain current information for members of the board and advisory board(s).  
  • Oversee the calendar for board and advisory board(s) including scheduling of meetings.
  • Assist with the preparation of fundraising initiatives, communication with donors, prospect outreach, with oversight by the Director of Development.
  • Receive general inquiries via phone, email, and snail-mail, and respond accordingly.
  • Assume responsibility for all travel arrangements, preparation and communication of itinerary for the president and for other colleagues, as necessary.
  • Lead acknowledgment process for gifts over $5,000.
  • Enter data into the Salesforce database and manage gift proposals and tasks; maintain and add to the fundraising archive.
  • File expense reports.
  • Provide logistical support for executives during travel and problem-solve issues in the office during the extended travel of the team.
  • Coordinate with administrative staff within the President’s office to ensure efficient office coverage. Continuously search for opportunities, technologies, practices and systems that improve the operation of the President’s office.
  • Create systems and spreadsheets to assist in management of donor regions; interface with prospects, senior officers and staff on a daily basis.
  • Participate in the implementation, planning and coordination of special events as assigned.
  • Take on special projects, strategic initiatives, and related duties as assigned.
  • Schedule periodic full staff meetings.   
  • Compile quarterly reports across departments on audience metrics and analytics, financial projections, fundraising pipeline, etc.

Bachelor's degree and/or its equivalent required. Minimum of two (2) years' related experience required. Proficiency in Google Suite (calendar, email, documents, spreadsheets). Salesforce experience a plus.  Ability to work flexible hours is required.

Excellent communication skills, both written and verbal, required. Strong interpersonal skills, with attention to detail and ability to handle confidential information with excellent judgment and discretion required. Demonstrated ability to set priorities and work with diplomacy and efficiency in a high demand environment essential.

WHO WE ARE

The Marshall Project is a nonprofit news organization dedicated to covering America’s criminal justice system. In 2016, The Marshall Project was awarded the Pulitzer Prize for explanatory journalism and was a Pulitzer finalist for investigative reporting. We are not advocates—we follow the facts and we do not pander to any audience—but we have a declared mission: to create and sustain a sense of urgency about the criminal justice system. We do not generally cover breaking news (although we curate the reporting of other news outlets in our morning newsletter.) Our work includes investigative and explanatory projects and shorter pieces aimed at highlighting stories that other news organizations miss, underestimate or misunderstand. To assure our work reaches a larger audience we partner or co-publish with other media outlets on almost all of our work; we have partnered with more than 100 newspapers, magazines, broadcasters and online sites.


We are an equal opportunity employer, committed to diversity. We welcome qualified applicants of all races, ethnicities, physical abilities, genders and sexual orientations, including people who have been incarcerated or otherwise involved with the criminal justice system.

For consideration, please send cover letter and resume to Amanda Wilson, awilson@themarshallproject.org.

Professional Level

Professional

Minimum Education Required

4-year degree


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