Special Assistant to the CEO
Remote
Full Time
Entry Level
APPLICATION GUIDELINES
Applications will be reviewed on a rolling basis and must be received by March 4, 2025. Applications received after the deadline may be reviewed dependent upon qualifications. We will review applications as received and will invite a short list of candidates to schedule a screening call with a member of our team. This position is remote, but a candidate in the Washington, D.C. area is preferred.
To protect the integrity of our structure candidacy process, we kindly ask that all applicants do not call, email, or message our office or any member of the Amalgamated Charitable Foundation (ACF) Team or Board of Directors about this opportunity.
ABOUT US
The Amalgamated Foundation is a platform for social change philanthropy that manages more than 200 donor-advised funds and collaborative funds. Committed to innovation, the Foundation is uniquely nimble and efficient in forging connections between individual donors, institutional funders, and grantees.
The work of our team is centered on the core values of the Amalgamated Foundation: Collaboration, Accountability, People First and Impact. We share a commitment to curiosity, growth and respect and are a lean team of doers and problem solvers. We are proud of our work in supporting the collective effort to make the world a more equitable and kinder place. The ACF environment is curious, flexible, committed, and willing to learn and grow as part of a small, collaborative team. As well as joyfully able to work in an entrepreneurial environment.
JOB OVERVIEW
The Special Assistant is a new role at the Amalgamated Foundation and will be responsible for supporting the Chief Executive Officer through proactive strategic scheduling and excellent communications. The Special Assistant will play a critical role in the engagement and management of the Amalgamated Foundation Board of Directors regular meetings and yearly retreat.
The Special Assistant possesses the necessary leadership skills and customer service mindset to work effectively with the Executive team, staff, clients, and board members. The ideal candidate will play a crucial role in ensuring efficiency, cohesion, clear communication and contributing to the overall success of ACF.
The work involves applying knowledge of the CEO’s work objectives and viewpoints and representing ACF and the Executive team within the delegated scope of authority. Ensures optimal time management for the CEO by overseeing schedule, calendar, travel arrangements, and meeting support. The Special Assistant will be exposed to sensitive information and must maintain strict confidence.
This position requires a high degree of personal initiative, flexibility, and personal judgment in all assignments, strong communication and interpersonal skills, the ability to organize and prioritize tasks to ensure smooth workflow, excellent work standards, and an active interest in providing excellent customer care. The Special Assistant must be able to prioritize and shift as needs evolve. The Special Assistant will be able to work independently on projects, from conception to completion, and must be able to work under pressure to handle various activities. Duties are performed to promote a team concept and reflect ACF's missions and values. A fundamental aspect is the ability to address and solve requests in a friendly and professional manner. This position does not have independent executive authority.
RESPONSIBILITIES
Executive Support + Team Coordination
MINIMUM REQUIREMENTS
The starting salary for this position is $85,000 commensurate with experience. This position will be remotely based, but preference is given for candidates in the Washington, DC metro area. The role will require domestic travel, as needed, including the Foundation’s retreats and in-person board meetings as necessary. Generous benefits package that includes 100% employer-paid health insurance (medical, dental, and vision), 401k match, PTO and leave policies, professional development funds, and remote work stipend.
ACF ENVIRONMENT
The work of our team is centered on the core values of the Amalgamated Foundation: Collaboration, Accountability, People First and Impact. We share a commitment to curiosity, growth and respect and are a lean team of doers and problem solvers. We are proud of our work in supporting the collective effort to make the world a more equitable and kinder place. The ACF environment is curious, flexible, committed, and willing to learn and grow as part of a small, collaborative team. As well as joyfully able to work in a start-up environment.
At the Amalgamated Charitable Foundation, we value a diverse, inclusive workforce and we provide equal employment opportunity for all applicants and employees. All qualified applicants for employment will be considered without regard to an individual’s race, color, sex, gender identity, gender expression, religion, age, national origin or ancestry, citizenship, physical or mental disability, medical condition, family care status, marital status, domestic partner status, sexual orientation, genetic information, military or veteran status, or any other basis protected by federal, state or local laws. Women, people of color, members of the LGBTQ+ community, and people from working-class backgrounds and/or with lived experiences are strongly encouraged to apply.
Applications will be reviewed on a rolling basis and must be received by March 4, 2025. Applications received after the deadline may be reviewed dependent upon qualifications. We will review applications as received and will invite a short list of candidates to schedule a screening call with a member of our team. This position is remote, but a candidate in the Washington, D.C. area is preferred.
To protect the integrity of our structure candidacy process, we kindly ask that all applicants do not call, email, or message our office or any member of the Amalgamated Charitable Foundation (ACF) Team or Board of Directors about this opportunity.
ABOUT US
The Amalgamated Foundation is a platform for social change philanthropy that manages more than 200 donor-advised funds and collaborative funds. Committed to innovation, the Foundation is uniquely nimble and efficient in forging connections between individual donors, institutional funders, and grantees.
The work of our team is centered on the core values of the Amalgamated Foundation: Collaboration, Accountability, People First and Impact. We share a commitment to curiosity, growth and respect and are a lean team of doers and problem solvers. We are proud of our work in supporting the collective effort to make the world a more equitable and kinder place. The ACF environment is curious, flexible, committed, and willing to learn and grow as part of a small, collaborative team. As well as joyfully able to work in an entrepreneurial environment.
JOB OVERVIEW
The Special Assistant is a new role at the Amalgamated Foundation and will be responsible for supporting the Chief Executive Officer through proactive strategic scheduling and excellent communications. The Special Assistant will play a critical role in the engagement and management of the Amalgamated Foundation Board of Directors regular meetings and yearly retreat.
The Special Assistant possesses the necessary leadership skills and customer service mindset to work effectively with the Executive team, staff, clients, and board members. The ideal candidate will play a crucial role in ensuring efficiency, cohesion, clear communication and contributing to the overall success of ACF.
The work involves applying knowledge of the CEO’s work objectives and viewpoints and representing ACF and the Executive team within the delegated scope of authority. Ensures optimal time management for the CEO by overseeing schedule, calendar, travel arrangements, and meeting support. The Special Assistant will be exposed to sensitive information and must maintain strict confidence.
This position requires a high degree of personal initiative, flexibility, and personal judgment in all assignments, strong communication and interpersonal skills, the ability to organize and prioritize tasks to ensure smooth workflow, excellent work standards, and an active interest in providing excellent customer care. The Special Assistant must be able to prioritize and shift as needs evolve. The Special Assistant will be able to work independently on projects, from conception to completion, and must be able to work under pressure to handle various activities. Duties are performed to promote a team concept and reflect ACF's missions and values. A fundamental aspect is the ability to address and solve requests in a friendly and professional manner. This position does not have independent executive authority.
RESPONSIBILITIES
Executive Support + Team Coordination
- Responsible for pro-active, strategic scheduling that aligns the goals of the organization with the CEO’s schedule.
- Respond to all scheduling request in a timely manner and mange the request to a successful completion.
- Prioritize scheduling requests to align with CEO and organizational priorities.
- Provide administrative and scheduling support to the CEO, including scheduling meetings, booking travel, submitting reimbursements, and communicating as necessary regarding the CEO’s schedule.
- Draft, edit and format documents, reports, and presentations for the CEO and Executive team.
- Identify opportunities for process improvements and apply lessons learned to enhance current workflows.
- Create and manage relevant SOPs and workflows, including a scheduling tracker.
- Contribute to Operations or Executive special projects as necessary.
- In conjunction with the Executive Team, manage the ACF board in a variety of tasks including, but not limited to:
- Act as lead on quarterly board meetings logistics, including an annual in person retreat.
- Manages the travel for board members when attending in person events.
- Ensure timely communication to the board for scheduling, travel logistics, and materials.
- Responsible for annual board conflict of interest documentation.
- Responsible for ensuring board documents are up to date and accurate.
- Other board-related duties as necessary.
- Work closely with the COO and People and Culture team to support the logistical planning of in-person events including Leadership Team meetings, staff retreats, etc.
- Provide day of support during in-person staff retreats, including room set up, A/V point of contact, etc.
MINIMUM REQUIREMENTS
- At least 5 years' experience in Operations or Executive support, preferably in a non-profit or community-focused organization.
- Strong dedication to discretion and confidentiality.
- Excellent organizational and time-management skills.
- Strong interpersonal and communication skills.
- Ability to work collaboratively while navigating and managing systems and processes independently, efficiently, and effectively.
- Excellent attention to detail and time management ability; anticipates obstacles and proactively takes initiative and considers alternative solutions.
- Strong problem-solving skills and ability to think clearly under pressure.
- Strong client service skills: responsive, solutions-oriented, good judgment, and sensitivity with what needs escalation.
- Strong technological skills with ability to navigate and easily and/or independently learn new systems as needed.
- Project Management: tracking, driving, reporting, engaging the necessary stakeholders, tools, resources and information to produce desired results; ability to move nimbly among a variety of projects with varying timelines.
The starting salary for this position is $85,000 commensurate with experience. This position will be remotely based, but preference is given for candidates in the Washington, DC metro area. The role will require domestic travel, as needed, including the Foundation’s retreats and in-person board meetings as necessary. Generous benefits package that includes 100% employer-paid health insurance (medical, dental, and vision), 401k match, PTO and leave policies, professional development funds, and remote work stipend.
ACF ENVIRONMENT
The work of our team is centered on the core values of the Amalgamated Foundation: Collaboration, Accountability, People First and Impact. We share a commitment to curiosity, growth and respect and are a lean team of doers and problem solvers. We are proud of our work in supporting the collective effort to make the world a more equitable and kinder place. The ACF environment is curious, flexible, committed, and willing to learn and grow as part of a small, collaborative team. As well as joyfully able to work in a start-up environment.
At the Amalgamated Charitable Foundation, we value a diverse, inclusive workforce and we provide equal employment opportunity for all applicants and employees. All qualified applicants for employment will be considered without regard to an individual’s race, color, sex, gender identity, gender expression, religion, age, national origin or ancestry, citizenship, physical or mental disability, medical condition, family care status, marital status, domestic partner status, sexual orientation, genetic information, military or veteran status, or any other basis protected by federal, state or local laws. Women, people of color, members of the LGBTQ+ community, and people from working-class backgrounds and/or with lived experiences are strongly encouraged to apply.
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