Special Assistant to the Executive Office

Overview

Job Title: Special Assistant to the Executive Office

Team: Executive Office

Location:  New York

Contract type: Permanent  

Hours per week: 40 hours a week 

Application closing date: We will be reviewing applications on a rolling-basis. We therefore strongly encourage early applications.

How to apply: Please submit a CV and cover letter outlining your interest, key relevant skills. Please note that any incomplete applications will not be considered. 

About this opportunity

We have a fantastic opportunity for a dynamic self-starter to join our teams in New York and work closely with our President and Chief Executive Officer (CEO), as well as other members of the senior management team. The role is varied and a key focal point for many stakeholders, both internal and external.

The postholder will have the responsibility and opportunity to interact with staff across NRGI, the Advisory Council and the Governing Boards, as well as NRGI partners from civil society, government, the private sector, and philanthropy. It is a truly central role making the connection between individuals, teams and the Executive Office.

The Special Assistant will be particularly suitable for a passionate administrator, who would ideally already have some experience in a similar capacity. They will be personable and have the business acumen to represent the Executive Office in their day-to-day interactions with stakeholders. The postholder will have in return the opportunity to expand their skills and gain exposure to a growing international not-for-profit with operations and stakeholders across more than 15 countries.

If this role is hired in the U.S., this position is classified as Non-Exempt under the Fair Labor Standards Act.

Key responsibilities

You will provide overall administrative support to the President and CEO, and work closely with the Managing Director and Chief Finance and Administration Officer. Your responsibilities will cover the programmatic and strategic areas, governance and administrative aspects as well as select project work as needed.

You will:

• Provide administrative support, including scheduling internal and external meetings as well as ensuring the attendees are prepared (collating documents and circulating them prior to the meetings, effectively managing time, etc.) and where needed provide travel and logistical support
• Support the smooth running of NRGI Governing Boards (US, UK and EU), Advisory Council meetings and organizational meetings (all staff, annual planning process, retreats); including setting up and hosting Zoom meetings, managing breakout groups, presentations, etc. and preparing materials.
• Take minutes for meetings; synthetising complex and detailed discussions into key action points and takeaways.
• Be the focal point for the New York office events; including setting up and catering for larger group meetings.
• Liaise with staff across the organisation on behalf of the President and CEO and Managing Director, and collect information on programs and projects and produce talking points.
• Support internal communications and NRGI culture by ensuring open, timely and clear internal communications.
• Participate in a number of projects either led by the Executive Office or organization-wide.
• Liaise with the Communications team on behalf of the Executive Office and assist in the research and preparation of speeches, presentations and papers when requested.

Please note that this is an overview of the key responsibilities. A full job description will be shared with those candidates advancing in the selection process.

This role might for you if…

You have worked for and/or have an interest in not-for-profits/non-governmental organizations (NGOs).

You are well-organized and effectively execute administrative tasks, research projects, and meetings.

You communicate effectively, draft a range of written documents (correspondence, speeches, social media contents, etc.), and have experience in minutes taking.

You have strong relationship building and management skills, as well as the ability to work effectively at all levels (Executive Office, Board members, staff members, partners, etc.)

You may have some events management experience (roundtables, workshops, etc.) and be familiar with the logistics involved both in person and online (Zoom and MS Teams).

You can work as a team player, collaborating closely with others across multiple time zones, and can efficiently deliver on multiple time-bound tasks.

Job requirements 

Demonstrated Knowledge and Experience 

• The successful candidate will have demonstrated excellent judgment and respect in his or her relationships with colleagues and external partners. 
• Have a high degree of fluency in virtual working and ability to establish relationships and rapport through email and video calls.
• Demonstrated interest in cultivating and maintaining positive relationships with key interlocuters, and able to leverage those relationships for greater efficiency, responsiveness and expediency.
• Ability to maintain confidentiality and work independently as well as part of interdependent teams.  
• Demonstrated interest in international non-profits, and specifically issues of governance and organizational development.  
• Prior experience supporting governing and advisory boards and management teams is a plus.  

Skills and Abilities 

• Excellent attention to detail.
• Process-orientation and strong project management skills.
• Ability to manage competing priorities and fast-paced environments.  
• Essential skills include online and off-line research, resourcefulness, problem solving skills, excellent writing, and efficient analysis and distillation. 
• Sense of humor, enthusiasm, unflappability, and ability to put others at ease a plus! 

NRGI – Diversity Statement

NRGI commits to addressing longstanding inequities and creating more inclusive, just societies. We also commit to ensuring that our workforce is diverse, and that our working environment is welcoming to all. We seek a culture that empowers staff, and promotes and upholds equity. We know that this makes for strong, innovative, engaged and effective teams.  

We are an organization composed of many types of people. We expressly seek to protect, include, and enable employment opportunities for a wide range of individuals. We continuously assess and adapt our culture and ways of working to remove discriminatory barriers. We aim to include individuals from marginalized groups, and to ensure that they thrive at NRGI. We proactively work toward inclusion, and we do not tolerate harassment, bullying or discrimination. Committed to attracting and retaining a diverse staff, NRGI will respect and value unique experiences, perspectives and identities.

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