Executive Assistant

The Executive Assistant is a critical support role for Global Citizen Year’s CEO and Chief External Affairs Officer (CEAO) to set them up for success and allow them to focus on growing our organization’s impact. We are looking for someone with excellent project management skills, process and operations savvy, relationship management expertise, and exceptional communication skills. This person will harness their skills for managing the details, staying organized, and communicating across diverse stakeholders to support our development and senior leadership teams.

The Executive Assistant will report to and partner with the Chief Of Staff to provide executive scheduling and travel planning, meeting preparation and follow-up, and project management, while also working in lock-step with the development team and senior leaders to move Global Citizen Year’s mission forward. 

 

YOUR OPPORTUNITY FOR IMPACT

Scheduling 

  • Manage the CEO and CEAO’s workflows and calendars to align with priorities.
  • Manage the shared assistant inbox and triage requests. 

Travel & Conference Logistics 

  • Oversee CEO and CEAO trip planning, including managing domestic and international travel logistics, ensuring our team is able to maximize travel and conference attendance.
  • Manage the CEO and CEAO’s participation in conferences; including conference registration, research and conference planning.

Meeting & Communications Support

  • Own the preparation process for key meetings (ie: ensuring research and materials are prepared by respective teams), and ensure timely follow up.
  • Drafting emails for CEO and CEAO for internal and external stakeholder communications. 
  • Support email, newsletter and outreach campaigns for the CEO and CEAO.
  • Work with the development team on various projects at the intersection of the CEO and CEAO’s responsibilities

Project Management & Event Planning

  • Support CEO and CEAO engagement in Media/PR efforts alongside the Director of Marketing & Communications.
  • Support logistical coordinations for in-person and virtual board and committee meetings. 
  • Support the People team with all-staff meeting logistics as needed. 

As Needed 

  • Assist the Media/PR team with social media promotion. 
  • Coordinate staff appreciation gifts.
  • Manage Oakland office administrative needs; including reserving conference rooms, ordering supplies, printer troubleshooting, schedule FedEx pickups, etc. 

 

WHO WILL THRIVE IN THIS ROLE

We are looking for more than just hard skills; we want teammates who will add value to our organizational culture by bringing these mindsets to their work:

  • Connected to our mission: Something in your own life experience drives your passion for Global Citizen Year’s mission and vision.
  • Articulate: Speaks or writes with ease, clarity and impact. 
  • Detail-Oriented: Shows rigorous and meticulous attention to detail. 
  • Organized: Works and thinks in a methodical and orderly way. 
  • Adaptable: Adjusts easily to new or changing circumstances. 
  • Diplomatic: Deals tactfully with diverse groups of people, situations and ideas. 
  • Independent: Functions effectively without assistance or direction from others. 
  • Customer-Oriented: Attentive and responsive to our stakeholder needs. 
  • Initiative: Acts proactively to achieve results. 
  • Persistent: Perseveres in spite of opposition or difficulty. 

The following skills are required:

  • At least 4 years professional experience with a minimum of 2 years providing support to senior executives at a non-profit organization.
  • Superb communication skills (writing, speaking, presenting) 
  • Professional poise working in a fast-paced environment 
  • Exceptional time management and prioritization skills
  • Exceptional calendaring across multiple time zones, ideally globally
  • Exceptional judgment, including a high level of discretion when handling confidential materials
  • Tech and digital savvy, including proficiency with Salesforce and Google Apps. Asana experience is preferred 

Bonus points if you have:

  • Experience with fundraising/development

 

POSITION LOGISTICS

Location: Bay Area, California  

Start date: The priority deadline for this application is February 9; ideal start date is May 1, 2024.

Compensation: The salary range for this role is $42,000-$51,000 for 0.6 FTE. We are proud to provide a total compensation package that puts the person first, and can discuss in more detail once a candidate has applied. You can learn more about our benefits here

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Your stakeholders

These are the teammates you’ll be collaborating and engaging with most often

Erin Lewellen

CEO

Aziza Musa

Chief External Affairs Officer

Ana Peña

Chief of Staff


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