Special Assistant to the CEO

Special Assistant to the CEO Literacy Pittsburgh - 4.4 Pittsburgh, PA Job Details Full-time $56,000 - $60,000 a year 1 day ago Qualifications Meeting minutes Employee onboarding Knowledge management Grant management Microsoft Excel Microsoft Outlook Non-profit experience Inventory management Public speaking Executive administrative support Bachelor's degree in social science Mid-level Donor relationship building Social Sciences Team development Salesforce Cloud Analysis skills Project management Education Bachelor's degree Decision making Content development Fundraising Conflict management Bachelor's degree in education CRM system proficiency Office management Managing executive calendars Cross-functional collaboration Onboarding process management Team motivation (leadership skill) Communication skills Stakeholder relationship building Cross-functional communication Performance evaluation

Full Job Description Summary:

The Special Assistant to the CEO is a vital member of the Literacy Pittsburgh team, providing high-level administrative and strategic support to the CEO. This role requires a proactive and organized individual who can balance multiple priorities, nurture crucial relationships, and lead special projects critical to the success of the organization. The ideal candidate will be mission-driven and committed to the vision of Literacy Pittsburgh. This is a full-time, exempt position. Essential Functions Strategic and Tactical Support to the CEO Provide analytical and specialized administrative support to the CEO in advancing Literacy Pittsburgh's mission. Facilitate smooth communication and collaboration between the executive office and other departments, including coordinating/drafting internal and external correspondence, memos, reports, presentations, and other documents on behalf of the executive. Anticipate tasks in advance of meetings (preparing meeting materials, briefing papers, talking points, note taking) and lead on follow-up from the CEO's engagements (written summaries, correspondence, action items, etc.). Serve as a liaison to the Board of Directors, coordinating meeting schedules, preparing board materials, maintaining minutes and records, and other activities as directed by the CEO. Support the cultivation and management of external relationships, including funders, community organizations, elected officials, and contracted resources. Participate in meetings, workgroups, etc. on behalf of the CEO. Handle confidential information with discretion and sensitivity. Building first-draft outlines, slide deck shells, and other resources to add lift to CEO and other leaders (development). Support management and prioritization of the CEO's calendar. Operations Support and Knowledge Management Manage, organize, and enable organization-wide processes including documenting and making relevant tools useful and accessible. Support and manage the administrative aspects of team performance and culture-related systems such as on-/off-boarding staff, performance reviews, professional development, and progress monitoring. Support logistical planning and content development for staff meetings, leadership team meetings, supervisor meetings, semi-annual staff celebrations, and semi-annual staff retreats. Contribute to the overall safety and comfort of the organization's physical space by managing office supply inventory; ensuring compliance with health, safety, and security procedures; and providing as-needed support with daily office operations such as kitchen, common areas, and meeting and event set up. Contribute to the development and documentation of key processes essential to the success of the organization. Support fundraising activities, such as assisting with grant administration, donor engagement, and corporate volunteer coordination. Special Projects Manage and execute special projects as assigned by the CEO. Contribute to strategic initiatives and organizational planning. Other duties as assigned.

Qualifications:

Bachelor's degree in education, social sciences, or related field; or equivalent experience. One to three years' experience supporting C-level executives, preferably in a non-profit setting. Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Salesforce experience a plus. Ability to maintain a high level of discretion and confidentiality. Skills and Competencies Ability to cultivate and work toward a shared organizational vision. Can translate organizational vision into action by identifying opportunities and taking initiative, working both independently and as part of a team. Ability to motivate and support team members through a course of action aligned to organizational vision. Demonstrated ability to independently produce work products aligned to the organizational vision. Track record of utilizing effective processes to produce high quality and timely work products. Ability to manage projects effectively and meet deadlines. Ability to develop and execute action plans to reach goals. Successful experience working with groups to identify effective strategies and align resources in order to deliver on organizational goals and objectives. Strong interpersonal skills, and proven ability to build positive relationships with colleagues, clients, and stakeholders of diverse backgrounds. Demonstrated alignment to Literacy Pittsburgh's core values•. Excellent communication skills, including verbal, written, and public speaking. "Can-do" team player attitude. Ability to provide and receive honest feedback and guidance to / from staff in a supportive manner. Demonstrated problem solving skills, and flexibility to adapt to changing needs. Manages unexpected challenges and conflicts to keep projects and work products on track. Ability to make decisions appropriately, effectively, and efficiently. Possesses analysis and synthesis skills, including the ability to collect information, determine key objectives, and act strategically to promote desire results. Commitment to promoting Diversity, Equity, Inclusion, and Accessibility across the organization. Understands implicit biases, microaggressions, and structural barriers that create harm for historically marginalized populations. Demonstrated ability to contribute to an inclusive and equitable organizational culture. Work Environment Full-time, some evening work required. Physical Demands Prolonged periods sitting at a desk and working on a computer. Requires the ability to lift, pull and push up to 25 pounds. Literacy Pittsburgh's Core Values We believe that all people deserve the opportunity to learn in a place where their strengths are celebrated We respect all people and their ability to shape their own lives We have a duty to earn the trust of everyone we work with Our collective well-being depends on welcoming diverse cultures and perspectives As a leader, we embrace the responsibility to innovate, model best practices and grow