|Executive Assistant, Institutional Advancement|
Company: The Opportunity Agenda
Location: New York, NY
Employment Type: Full Time
Date Posted: 08/08/2022
Expire Date: 10/08/2022
Job Categories: Administrative and Support Services, Customer Service and Call Center, Other / General, Executive Management, Development and Fund Raising, Nonprofit and Volunteer Services
Executive Assistant, Institutional Advancement|
ABOUT THE OPPORTUNITY AGENDA
The Opportunity Agenda builds the public imagination and cultural will to challenge white supremacy. We advance social justice narratives that support opportunity for all and work in community with partners to overcome opposition narratives that exclude and divide us. With an over 15-year legacy of leadership in the fields of narrative and cultural strategies, we increase the skills and reach of thousands of social justice influencers with trainings, convenings, partnerships, tools, and research.
At this exciting moment of expansion, The Opportunity Agenda is seeking innovators to join our community of highly experienced practitioners from diverse backgrounds and perspectives to take our impact to the next level. Join us!
To learn more about The Opportunity Agenda, go to our website at www.opportunityagenda.org.
The primary responsibilities of the Executive Assistant, Institutional Advancement are ensuring that the daily operations of the Vice President (VP) for Advancement are seamless and integrated with the rest of the Advancement team, as well as across teams. This includes, but is not limited to, playing a key role in prioritizing, and handling internal and external communications, scheduling and calendar management, handling confidential information, and event and logistics management. The person in this role is critical in supporting smooth and efficient operations for the Advancement team at The Opportunity Agenda, which includes the Development and Communications teams
Reporting directly to the VP for Advancement, the Executive Assistant is an independent and collaborative leader. The Executive Assistant position is a hybrid-based role which requires a combination of remote and periodic in-office work in the New York City headquarters office. Occasional travel is required as the global health situation allows.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Scheduling & Event Coordination
Manage the VPs calendar and schedule, in conjunction with appropriate staff and external participants, to ensure achievement of strategic objectives. Serve as the primary contact for all internal and external scheduling requests and issues for the V P.
Prioritize requests, troubleshoot conflicts independently, and make decisions and recommendations to ensure all issues and requests are handled in a timely and professional manner.
Handle all travel planning, arrangements, and logistics for the VP (and other leaders as needed).
Schedule full Advancement, Development, and/or Communications team-wide calls, video meetings, and in-person meetings as needed.
Handle all logistics needed for meetings of the V P and cross-team leaders.
Provide logistical support to the Donor and Constituent Relations Strategist and the team for all donor and fund-raising virtual and in-person events.
Provide logistical support as needed to the Communications Director and team for all outreach and publicity-related virtual and in-person events.
Coordinate with the Database Associate and Donor and Constituent Relations Strategist to ensure all applicable meetings and correspondence with external partners (ie Donors, Board Members, Institutions, and Programmatic Partners) are recorded in our CRM database.
Operations and Finance
Support the VP and the team with various internal compliance procedures such as expense forms, receipts, contract execution, and budget maintenance.
Submit and track all Advancement Team related expenses
Work with the Finance team to reconcile and process all aforementioned expenses and contributed revenue on a monthly basis.
Manage information flow to and from the VP, ensuring follow up with and engagement of appropriate staff.
Support the VP in managing their email, analyzing, and prioritizing for attention, responding autonomously as appropriate.
Draft and file meeting prep documents and agendas, notes or minutes, and follow up correspondence.
Provide proofreading, data entry, and other administrative support for the team as needed.
Support consistent and meticulous organization of electronic file folders.
Attend the monthly Advancement team meeting, as well as weekly Development and Communications team meetings.
OTHER DUTIES AND RESPONSIBILITIES
Participate in organizational and programmatic projects as needed.
Assist Development staff in the creation of Board minutes, funder preparation memos, and other projects as needed.
Please note this job description is not designed to cover or contain a comprehensive listing of required activities, duties, or responsibilities. Duties, responsibilities, and activities may change at any time with or without notice.
Other duties as assigned.
EDUCATION AND EXPERIENCE
Three plus years of experience with schedule and project management is required.
Demonstrated experience with handling confidential information is required.
Experience in managing multiple levels of detail in logistics, administration, and quality control is essential.
Experience working in a non-profit environment, particularly fund-raising, and/or communications, preferred.
BA degree or equivalent preferred.
KNOWLEDGE, SKILLS, AND ABILITIES
Strong commitment to social justice and the mission and goals of The Opportunity Agenda.
Highly organized, with a strong work ethic, attention to detail, and ability to balance competing priorities.
Strong interpersonal, analytic, problem-solving, and organizational skills.
Ability to work independently and in a team environment.
Very good written and verbal communicator.
Expertise with scheduling and maintaining calendars.
Trustworthy with ability to maintain confidentiality of classified and sensitive information is essential and required.
Proficiency in various office communications software such as Zoom, Microsoft Office suite, and Asana.
Demonstrated administrative, clerical, data entry, and office support skills.
Ability to communicate to all employees at all levels with tact and diplomacy.
Experience using Raisers Edge or comparable CRM database preferred.
The incumbent will have daily interaction with all internal departments, will work closely with the Executive Assistant, Office of the President and Executive Assistant, Programs on scheduling and logistical matters, and will have periodic interaction with external stakeholders, including funders and donors.
Ability to conduct extensive hours of work at a computer with reasonable accommodations is required.
Covid-19 vaccination required to work in the office
Ability to travel via airplane and ground transportation approximately quarterly is required (as the global health situation allows).
Consists of a combination of all the following:
A variety of remote venues required, including a home-work environment appropriate for phone, video meetings, and presentations. (Home office equipment is provided.)
Business office environment.