Special Assistant to the CEO

ABOUT THE OPPORTUNITY

The Special Assistant to the CEO is an exciting and unique opportunity to work alongside an accomplished global leader and influencer in the advocacy space where you will contribute directly to the CEO’s initiatives, liaise with and learn from key leaders, and gain invaluable exposure to ONE’s issue areas. This role provides high-level programmatic and administrative support across a wide range of activities. They manage the CEO’s daily communications, calendar, and workflow and assume primary responsibility for select projects. They will also act as the CEO’s thought partner by connecting dots between all areas of their professional engagements.

IN THIS ROLE, YOU WILL

Oversee the CEO’s Calendar

• Strategically manage the CEO’s calendar by scheduling all meetings, events, and worktime, ensuring that time is allocated to balance immediate needs with long-term priorities.
• Partner with members of the Senior Leadership team to anticipate and strategize internal and external engagements.
• Maintain the team tracker of all invitations received by the CEO and ensure that all invitations are responded to and executed on in coordination with the CEO team.

Meeting Coordination

• Organize internal and external meetings, including notifying attendees, reserving conference rooms, drafting and distributing agendas, tasking out briefing documents, taking minutes and circulating minutes after the meetings.

Manage CEO Team Processes

• Produce daily memos for the CEO that delineate their immediate action-items and long-term projects, summarize all critical communications from the day, and provide an updated daily snapshot of key organizational data.
• Develop and maintain systems and processes to ensure smooth CEO Team operation including paper flow, clearances, and correspondence.
• Track all items that need the CEO review and collaborate closely with colleagues to ensure timelines are agreed upon, target dates are met, and goals accomplished.
• Ensure the CEO completes all tasks and share outcomes with appropriate colleagues.

Travel Logistics

• Manage all travel logistics including making reservations for flights, hotels, and transportation.
• Create agendas that allow the CEO to focus on high impact activities during trips.
• Compile all briefing documents in advance of trips to ensure the CEO is set-up for success while on the road.
• Accompany the CEO on key travel, domestic and international, providing on-the-go support.

Correspondence

• Work with the Content & Communications team to send regular communications to key stakeholders including ONE’s various governing boards, donors, and the CEO’s equivalents at peer institutions.

Thought Partnership

• Work closely with the CEO to keep her informed and prepared for upcoming commitments and responsibilities.
• Prepare written and PowerPoint materials for presentations, meetings, conferences, and board meetings.
• Perform research on various issues and organizations as required.
• Execute special projects relating to initiatives that extend from the work of the CEO; these projects grow in scope as the individual develops organizational knowledge.

Administrative Support

• Proofread and analyze incoming memos, documents, and submissions and ensure there are no spelling or grammatical errors.
• Maintain CEO’s contacts in ONE’s CRM (via BlackBaud).
• Track and reconcile monthly credit card statements and complete and submit expense reports in a timely manner (via Expensify).
• Assist with approving expenses for the CEO (via Expensify).
• Track timecards/leave requests for Senior Leadership Team (SLT) and maintain a calendar of when SLT members are out of office (Via Replicon).

Misc

• May require some work on evenings or weekends including travel as needed
• Additional responsibilities as assigned

WHAT YOU BRING TO ONE

• Bachelor’s Degree preferred; 6 years’ relevant professional experience including project management, event planning and providing high touch executive-level support
• Strong ability to plan, organize, prioritize work, and multi-task to meet tight deadlines in a fast- paced environment
• Strong attention to detail; ability to consistently produce timely and error-free work
• Strong verbal and written English communication skills
• Ability to interact with high-level individuals and build and maintain relationships
• Excellent judgment and proven ability to handle confidential information
• Proficiency in Microsoft Excel and project management platforms (such as Asana).
• Superb professionalism and diplomacy
• Enthusiastic team member with the ability to collaborate well with others
• General interest and dedication to the mission of ONE and (RED)
• Ability to travel internationally, if required

OTHER ATTRIBUTES

• An understanding of the complexities surrounding collaboration in a global matrix organization
• Highly organized, detail oriented and self-motivated
• Collaborative mindset and strong interpersonal skills
• Demonstrates critical thinking, communication, and relationship-building skills
• Takes action and is results focused
• Flexible and resourceful approach
• Independent problem solver

LANGUAGE SKILLS

Fluency in English required. Proficiency in other languages preferred such as French and German a plus.

TRAVEL

Travel up to 25% international and/or domestic.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

This position is based in the Washington, D.C. office. This is a standard office work environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

COMPENSATION RANGE

$72,000 – $85,000 per year

Pay range as posted the market salary range that ONE has adopted for this job level in the US. This salary range is based on compensation survey data for similar organizations and is used to set pay internally at ONE. Where a new hire’s salary falls within this range is based on a variety of factors, including the budget available for this position.

APPLICATION INSTRUCTIONS

Are you ready to join the fight against extreme poverty and preventable disease? Please submit a resumé and cover letter to this opening at ONE jobs!