Description

Job Responsibilities

Direct Support of the CEO

• Strategically manages the CEO’s time by coordinating with the CEO’s executive assistant, assessing fit against priorities.
• Ensures the CEOs' involvement in projects or decision-making processes takes place at key times, where their input and authority are most needed.
• Prepares for upcoming meetings by ensuring the CEO has all the information necessary to be productive and engaged.
• Manages internal and external communications, including drafts of company newsletters, reports, pitch decks, speeches, and presentations on the CEO’s behalf.
• Supports the CEO with board management, including meeting preparation, organization of materials, collecting data from across the organization, such as financial updates or program outcomes.
• Helps onboard new board members, monitor term lengths, and supports the CEO in researching and recruiting new board members.
• Maintains lists of funders, stakeholders, and partners with whom the CEO wants regular contact, and tees up communications or arranges meetings to support ongoing relationship building.

Goals, Strategy, and Plans

• With the CEO and leadership team, steer organization-wide planning processes, including annual goal setting, initiative development, budget management, and project planning anchored by our mission, vision, and values.
• With the CEO, support reflection on our culture as a leadership team to continuously improve the modeling of the organization’s values.
• With the leadership team, identify and continuously update priority projects, understand the root causes of challenges, support the development of proposals for solutions, and track through completion.
• Ensure effective execution of all projects in the Office of the CEO.

Leadership Structures

• Manage scheduling, planning, and facilitation of Senior Leadership Team meetings.
• In partnership with the leadership team, plan and co-facilitate some organization-wide staff meetings with the CEO to ensure that the meetings advance the organization’s impact, values, organizational culture, as well as ensure effective communication between the leadership team and staff.
• Support planning and materials development for all leadership meeting structures, as well as ensure strong operational preparation and follow-up.

Project Management and Operational Efficiency

• Coordinates agendas for CEO approval before leadership team and board meetings.
• Works closely across leadership structures to manage internal communications.
• Oversees large, often cross-functional, organization-wide projects or initiatives; brings together important stakeholders and helps drive decisions.
• Researches, performs benchmarking, analyzes data, and makes recommendations to improve organizational outcomes.
• Proposes the creation of new systems and processes to streamline operations.
• Leads meetings with meticulous planning and coordination.
• Provides hands-on support to transform ideas into reality and monitors their progress.
• Completes special projects and initiatives with skillful oversight and support.
• Performs other duties as assigned.

AVANCE Core Competencies

• Accountability
• The AVANCE Way
• Demonstrates Ability to Learn
• Fosters Innovation
• Takes Initiative
• Recovers from Setbacks

Qualifications

Education

Required:

• Bachelor’s degree in business or related field

Preferred:

• Master’s degree in business or related field

Work Experience

Required:

• 5 years’ experience managing operations at a nonprofit organization
• Prior experience working on a leadership team
• Prior experience working with a board, supporting board operations, or serving on a board

Preferred:

• Experience with nonprofit budget and operations management
• Strong project reporting skills, with a focus on interdepartmental communication

Additional Skills

• Strong organizational systems, detail orientation, and follow through.
• Strong learning and continuous improvement and a growth mindset when experiencing setbacks.
• Exceptional written and verbal communication skills, with an emphasis on upward and lateral communication.
• Exemplary time management skills.
• Problem solving skills; adept at resolving issues that arise.
• Results-driven, master organizer and project planner who consistently looks ahead and anticipates needs before they arise. 

Travel 

Up to 40% travel required.

Equipment 

Computer, computer software programs and peripherals, resource materials and equipment, copier, fax, and other equipment applicable to the position.   

Working Conditions  

Mental and Physical Demands  

Maintain emotional control under stress; work with interruptions and deadlines; walking, standing, stooping, bending, pulling and pushing, use hands to finger, handle or feel; reach with hands and arms; occasional: lifting/carrying, pulling/pushing 10-30 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Environmental Factors