The Special Assistant to the President assumes responsibility for the executive level support for the President, including coordination of board and executive leadership, the President’s schedule and correspondences, coordinating the President’s external partner and internal engagements, as well as serving as the liaison and support between the President and the Development team for fundraising, development and day-to-day activities. The Special Assistant to the President will help keep the President on track by anticipating how to prioritize precious time, and facilitating important connections to people within and outside the organization. The Special Assistant will be a welcoming “front door” for people, internally and externally, who want to connect with the President.
The position requires the ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality crucial to this role. Expert level written and verbal communication skills, strong judgement and attention to detail are equally important. Occasional evening and weekend hours are expected in this role.
Management of the Office of the President
- Manage and coordinate the calendar of TWC’s President. Help strategically prioritize the President’s calendar based on an understanding about what is critical and/or urgent across various internal and external priorities. Support the executive team to successfully execute initiatives requiring the president’s time.
- Manage scheduling, travel and expenses, as well as the budget for the President’s office.
- Conduct content related research on behalf of the President to help him prepare for external stakeholder meetings.
- Handle sensitive issues that require confidentiality.
- Draft and send correspondence on behalf of the President, ensuring a high level of accuracy. Ensure a regular, timely flow of incoming and outgoing communications via phone and email. Answer the President’s direct phone line and follow up on general questions and requests. Draft and edit talking points, public presentations, and reports, for the president.
- Serve as the "Ambassador" for the President, coordinating communications with internal and external stakeholders, as directed.
- Create and maintain a strong online presence for the President through twitter, blogs, LinkedIn etc.
- Interface with the planning team and provide support for the Annual Scholarship Dinner.
- Coordinate executive team meetings and agenda at the direction of the president and COO.
- Coordinate the president’s external engagements in conjunction with TWC’s partnership teams.
- Manage certain special projects on behalf of the president.
- Responsible for producing relevant and timely forums for engagement and dialogue between the president and staff including but not limited to the quarterly staff meetings.
- Work with HR to ensure that special milestones or important staff related developments are recognized from the president’s office.
Board Management & Engagement
- Serve as the liaison between the Board of Trustees and the President, ensuring communication/documentation is coordinated in an accurate and timely manner and that board members have the information they need to effectively represent the mission.
- Proactively identify key opportunities for the President for engagement with the Board of Trustees.
- Serve as secretary and administrative support to the Board; coordinate and arrange board and committee meetings including notification of meetings; coordinate the preparation of agendas in coordination with the President, committee staff, and board/committee chair; distribute meeting materials in advance, and make logistical arrangements including Board members’ travel.
- Coordinate Trustee’s engagement with TWC team.
Required Education and Experience
An equivalent combination of education, training, and experience will be considered.
- Bachelor’s Degree required.
- A minimum of 4 years of work experience in a fast-paced organization.
- Must have high level of expertise in Microsoft Office software including Outlook, Word, Excel, & PowerPoint.
- Must be tech savvy in order to use newer technology tools, especially relevant to communication, e.g. Zoom, Skype etc.
Preferred Education/Qualifications and Experience
- Prior experience supporting an executive highly preferred.
- Candidate with knowledge and enthusiasm for TWC’s mission preferred.
- Familiarity/experience with non-profit organizations helpful.
- Experience with planning and/or coordinating small events or meetings preferred.
- Required to perform the job successfully.
- Communication/Interpersonal Skills.
- Customer Satisfaction Focus.
- Self Awareness.
Knowledge, Skills and Abilities:
- Superior organizational and project management skills with strong attention to detail, ability to manage many moving parts, and excellent follow-through.
- Expert-level writing skills with the underlying ability to understand and resonate the President’s tone.
- Customer-service orientation toward external and internal partners alike and a demonstrated level of confident and focused written and verbal communication skills, conveying credibility and authenticity.
- Ability to manage multiple projects/tasks at once without losing sight of priorities and seeing them to fruition.
- Solution-oriented mentality with the ability to handle ambiguous and changing situations.
- Collaborative, with strong relationship building skills and the executive presence to manage important relationships.
- High degree of flexibility with an ability to work in an innovative, fast-paced environment and readily embrace change.
- Ability to balance staff demands of President with the constraints of ever-changing schedules is key.
- Ability to work well under pressure, excellent interpersonal skills, and a cheerful disposition are required.
- Easily adaptable.
- Ability to maintain confidentiality.
This position has no supervisory responsibilities.
Equipment Used to Perform the Job
Which may be representative but not all inclusive of those commonly associated with this position:
- Standard office equipment including a facsimile machine, photocopier, and telephone system
- Personal Computer, job-related software and printer
Commonly associated with the performance of the functions of this job. Reasonable accommodation can be made to enable individuals with disabilities to perform described essential functions of this job. These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of this job.
- The employee may frequently lift and/or move up to 25lbs. Specific vision abilities required by this job include close vision, distance vision, precise hand-eye coordination, and the ability to identify and distinguish colors. While performing the duties of this job, the employee is regularly required to sit, use repetitive wrist, hand, and/or finger movement, reach with hands and arms and talk or hear. The employee is frequently required to stand and walk. The employee is occasionally required to stoop, kneel, crouch, and crawl.
To apply to this position, please do so via our online application form.
This job description no way states or implies that these are the only duties performed by the employee occupying this position. Employees may be required to follow instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws. Certain job functions described herein may be subjected to possible modification in accordance with applicable state and federal laws.