Special Assistant to the Executive Director

Location: Seattle, Washington (hybrid - 3 days/week in person)

Reports to: Executive Director

Hours per week (average): 40

Overtime Status: Exempt

Position Summary

Galvanize USA is seeking a Special Assistant to the Executive Director. This role is a crucial partner to our dynamic, driven Executive Director, supporting her in anything and everything, including: scheduling, donor relationships, inbox management, travel logistics, and writing & managing correspondence. We’re looking for a person with incredible attention to detail, who will provide the follow-through and execution that powers the Executive Office. This is a unique opportunity for someone with an interest in progressive power building and non-profit operations to have behind-the-scenes access. 

The Special Assistant will report directly to the Chief Executive Officer with regular support from the Chief Operating Office. They will interface regularly with the Senior Leadership Team. The current Special Assistant to the Executive Director will be part of the Special Assistant’s training and onboarding team. 

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, making direct requests of others at all levels within the organization, and blocking the necessary time
• Handle routine correspondence, invitations, and materials for speaking engagements
• Manage travel arrangements 
• Triage deadlines, provide project management and administrative support on all manner of deliverables from operational (time sheets, expense reports, Asana boards) to programmatic (approvals, strategic decisions, etc.) 
• Staff Executive Director at meetings as necessary to take notes, manage tech, and coordinate follow up tasks
• Support and facilitate the flow of information between the Executive Director and department leads
• Development 
• With the Development team, coordinate the Executive Director’s donor stewardship and cultivation responsibilities
• Ensure that timely updates are communicated between the Executive Director and the full development team 
• 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 Board and convene the group quarterly or as needed
• Support the Executive Director’s participation in external boards and committees
• Miscellaneous
• Coordinate logistics for Galvanize-hosted events and meetings
• Respond to or appropriately route info@ inquiries in a timely manner
• Manage the “swag” closet, ensuring Galvanize-branded gear is in stock and shipped as appropriate
• Maintain office efficiency by managing office systems and ordering supplies
• All employees of Hopewell Fund are required to complete timesheets every two weeks
• Perform other duties as needed

This may be a job for you if… 

• You are incredibly organized, you see what’s needed, proactively come up with solutions, and adapt with ease (some may even describe you as “unflappable”)
• You have a track record of developing and maintaining cooperative working relationships with and among a diverse group of stakeholders
• You have high emotional intelligence and excellent, direct communication skills
• You are someone who brings joy, laughter, and positivity to the work
• You thrive in feedback-forward environments 
• You are committed 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
• You are reliable and trustworthy, especially with confidential information, and have managed high-stakes relationships with professionalism
• You have managed complex and complicated situations with grace and confidence
• You have a history of getting things done with a can-do attitude
• You have a passion for politics and a commitment to our mission of unlocking the power of women to advance progress for all

Required Knowledge, Skills, and Abilities:

• Based in Seattle, WA and able to work in-person from Phinney Ridge/Green Lake 3-5 times a week
• Confidence with our tech stack: Asana (or similar project management tools), G Suite, NGP VAN/EveryAction, Slack, and Zoom
• Open to traveling monthly

Valued and Non-Essential Characteristics

• Previous experience as an Executive Assistant or Scheduler
• Previous experience on a campaign or similar fast-paced environments

Compensation & Benefits

The starting salary range for this position is $60,000-$85,000. Placement within this band will be determined based on years of prior experience and relevant skills. Galvanize USA also offers a comprehensive benefits package that includes 100% employer-paid health, dental, and vision insurance for employees (and their families). Employees are able to enroll in the 401k retirement plan and are eligible for a 3% automatic contribution and up to a 3% employer match on 401k contributions. Employees are also eligible for pre-tax transportation benefits. Employees will receive 120 hours of vacation time, 80 hours of health leave, up to 2 days of casual leave, and 20 hours of volunteer leave annually. Employees will also receive 13 paid holidays throughout the calendar year. Employees are eligible for 12 weeks of paid family and medical leave after 90 days of employment.

How to Apply

Submit an application via the link below. Applications will be accepted and reviewed on a rolling basis until the position is filled. No calls please.

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 advance progress for all. 

The person holding this position will also work part-time for a coordinated project, Galvanize Action, in the Sixteen Thirty Fund, a 501(c)(4) organization, under a resource sharing agreement between the Hopewell Fund and Sixteen Thirty Fund. The responsibilities under that position will be overseen by Sixteen Thirty Fund. Galvanize Action identifies, engages, and moves moderate women in rural, small town, and suburban America to reliably support progress. To learn more visit galvanizeaction.org.

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. 

E-Verify

Hopewell participates in E-Verify and will provide the federal government with employees’ Form I-9 information to confirm authorization to work in the United States. Job candidates and  employees authorized to work may not be discriminated against on the basis of national origin or citizenship status.

Galvanize USA offers a comprehensive benefits package that includes 100% employer-paid health, dental, and vision insurance for employees (and their families). Employees are able to enroll in the 401k retirement plan and are eligible for a 3% automatic contribution and up to a 3% employer match on 401k contributions. Employees are also eligible for pre-tax transportation benefits. Employees will receive 120 hours of vacation time, 80 hours of health leave, up to 2 days of casual leave, and 20 hours of volunteer leave annually. Employees will also receive 13 paid holidays throughout the calendar year. Employees are eligible for 12 weeks of paid family and medical leave after 90 days of employment.