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Special Assistant to the CEO Posted Jun 16
The Full Frame Initiative , Greenfield, MA
The Special Assistant to the CEO is a “can do” person who provides advanced, wide-ranging and confidential strategic, operational, administrative and programmatic support to the CEO. S/he plays a vital role in FFI’s success by maximizing the CEO’s time to best achieve the organization’s goals. S/he exercises significant discretion to ensure the smooth functioning of the CEO’s schedule, travel and correspondence, as well as determining what issues require the CEO’s involvement or notification. The CEO, who travels up to 50% of the time, oversees FFI’s organizational strategy, leads fund development efforts as well as several programmatic initiatives, and serves as the organization’s spokesperson. The Special Assistant helps to manage the CEO’s workload and multiple projects through tracking and prioritizing tasks; preparing content for meetings, presentations and projects; and working with other team members to ensure the successful implementation of all projects, initiatives and activities where the CEO plays a role.

The Special Assistant to the CEO must be proactive, able to independently initiate and manage projects and be able to anticipate logistical, informational and other needs. S/he will manage a rapid flow of work, handling dozens of tasks daily spanning multiple projects, and will need to toggle between big picture, long-term strategic priorities and vital detailed tasks. The Special Assistant to the CEO serves in both “gatekeeper” and “gateway” roles, developing and nurturing relationships with FFI’s allies and partners across multiple time zones. The Special Assistant is often the first point of contact for donors and funders, leaders of larger organizations and government partners. S/he helps ensure that communications—written, verbal and electronic—are of the highest quality.
The high degree of independence with which the Special Assistant is expected to perform her/his duties requires a high level of trust by the CEO.

The Special Assistant must be extremely personable in his or her relations with FFI’s internal and external constituents and demonstrate exceptional judgment and discretion. The Special Assistant will provide support to the CEO to manage the donor relationship process including recruitment and cultivation of new major donors and stewardship and retention of current individual donors. In addition, s/he will develop systems to make the office of the CEO appropriately transparent, responsive to staff and efficient; provide administrative and project management support for meetings of the Board of Directors and Leadership Team; and work with the leadership team and other staff to prepare for meetings with the board. The job will evolve over time, but will always have an administrative component.

This is a full-time, exempt position based in Greenfield, MA. Greenfield is in the northern Pioneer Valley region of Western Massachusetts. People are drawn to this area of the state for its beautiful natural environs; numerous educational, cultural, and recreational opportunities; and access to major cities. We are looking to bring on new talent who are hungry for personal and organizational challenge and growth, and would consider relocation assistance for the right candidate. We offer a competitive salary and benefits, and the satisfaction that comes with helping to build an organization with national impact.

Qualifications Required:

Deep commitment to social change work and FFI’s mission

At least 5 years of experience managing an executive office, with significant, increasing responsibilities including comprehensively supporting and managing up to a busy executive; relationship management; and handling of sensitive and confidential information

Experience with philanthropy and/or high net worth individuals

Experience working independently on projects, from conception to completion

The ability to work accurately with a positive attitude in a fast-paced, and often high-pressure, environment

Outstanding time management skills, with demonstrated ability to juggle multiple, shifting priorities and projects, communicate with others about changes to projects, and effectively manage and execute a combination of immediate, urgent tasks and larger, longer-term important projects

Strong internet research and fact-finding skills

Excellent written and oral communications skills

Excellent attention to detail and a sharp memory

Outstanding organizational skills, with experience organizing others

Command of Google G-Suite in a collaborative environment (Gmail, Drive, Docs, Sheets, etc.); exceptionally strong Microsoft Office Suite skills (Word, Excel, PowerPoint); CRM software experience (Salesforce preferred); and high aptitude for learning new technologies and technology troubleshooting

Experience with processes and tools to manage multiple projects, schedules and calendars

Bachelor’s Degree

Highly desirable:

Experience managing someone else’s calendar
Experience in an organization with staff in multiple locations
Experience in a nonprofit organization and/or social entrepreneurial environment
Experience working with Boards of Directors

How to Apply

Please send your resume and a thoughtful cover letter outlining how your skills and experiences are a good fit for FFI and this position, specifically. And don’t forget to tell us how you heard about this opportunity! E-mail documents as attachments (Word or pdf) to Please put “YOUR FIRST NAME LAST NAME CEO Assistant” as your subject line. Deadline is July 18, 2017.

FFI is committed to diversity, equity and inclusion. We strongly encourage people of color, people with disabilities, LGBTQ applicants and people from other underrepresented groups to apply, recognizing and respecting that diverse perspectives and experiences are valuable to our team and essential to achieving our purpose.