Special Assistant to The Exective Director

4 weeks ago

Brooklyn, United States PROVIDENCE HOUSE, INC. Full time

**ORGANIZATION OVERVIEW**:
Providence House, Inc. is a non-profit leader, helping people overcome challenges and gain independence in the community. We advocate for women and families at risk of harm who have histories of homelessness or justice involvement, and provide a safe environment where dignity is recognized, strengths are enhanced, and a transition to stability is achieved. We continue to hold the values of non-violence, compassion, hospitality and community at our core.

**JOB SUMMARY**: The **Special Assistant (SA)** serves as a thought partner and trusted advisor to the Executive Director (ED) and is responsible for building and managing an effective support structure for the Executive Director to carry out the mission of the organization and to ensure that organizational resources are operating in alignment with the goals of the strategic plan and other priorities. The SA is able to work effectively with a wide range of internal and external stakeholders, including the Board of Directors, funders, and partners, lead high-level, high-impact projects and assist with major strategic initiatives while managing and prioritizing the workflow of the Executive Office. The SA coordinates decision-making processes and provides oversight on critical and time sensitive issues and initiatives that include organizational strategy, cross-functional activity and board management.

**REPORTING TO**: Executive Director

**RESPONSIBILITIES**:
**Administrative Responsibilities**
- Act as scheduling liaison between ED and senior staff: coordinate calendars, meetings logistics, materials, etc.
- Maintain calendar and schedule meetings for Executive Director and other senior staff as needed;
- Conduct background research and brief Executive Director prior to meetings with prospective board members, political leaders, and others;
- Provides administrative support to the ED and senior team, including coordinating board meetings, arranging travel and accommodations for events, drafting agendas/itineraries, preparing presentations, and creating spreadsheets as requested;
- Prepare presentation materials to communicate information effectively and succinctly;
- Draft memos, correspondence, and make phone calls on behalf the Executive Director to various parties including donors staff, stakeholders, etc.;
- Proofread, edit and/or summarize documents for the Executive Director;
- Maintain Executive Director filing systems;
- Support the management of the organization’s critical document repository; maintain all salient documents (contracts, regulations, certifications, etc.) in both electronic and paper form, where appropriate, to facilitate easy access when the documents are needed;
- Plan and execute special events involving senior staff of the organization;
- Represent the ED at key internal and external meetings as needed.

**Project Management Responsibilities**
- Staff and participate as a member of the management team by organizing its work; ensuring alignment with strategic plan or other agency priorities and that objectives are met. Solicit critical issues from senior staff, prepare agendas, create minutes, share follow up and next steps;
- Lead critical and highly visible cross-agency initiatives and projects such Strategic Plan Implementation, Risk Assessments and Infrastructure Reviews;
- Strategize proactively to identify issues and advise the ED on those that could impact the success of the organization;
- Work with leadership to proactively strategize in resolving issues, support management of the response to high-level/emergency situations, including providing timely briefings to the ED and senior team and other key stakeholders;
- Participate in with or on behalf of the ED and manage follow-up on commitments and action items;
- Collect critical information from appropriate staff persons; create and populate data dashboards to increase the use of metrics in organizational decision-making;
- Convene and lead “Red-Flag” crisis communications team when needed;
- Field and assess inquiries directed to the Executive Director, determine/advise on the proper course of action, complete the transaction or field to the appropriate individual to resolve;
- Collaborate with retained entities on special projects to collect guidance and counsel as needed;
- Provides emergency support during unprecedented circumstances (example: COVID-19, serving new populations, building/program start-up or shut-down, weather emergencies, etc.).

**Board Liaison Responsibilities**
- Act as liaison between PH’s ED and the Board of Directors;
- Establish and manage board, committee, and special meeting calendars; send electronic appointments, collect and distribute documents and reports needed for Board and Committee meetings;
- Plan and prepare all logistics for any meetings where Board members are present including quarterly meetings;
- Record minutes accurately and comprehensively at board and select committee meetings, write-up t

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