Executive Assistant to the CEO

New York, NY
Job Type
Where to Apply


About Acumen
Acumen is changing the way the world tackles poverty by investing in companies, leaders, and ideas. We invest patient capital in businesses whose products and services enable the poor to transform their lives. Since 2001, Acumen has invested more than $113 million in 108 companies across Africa, Latin America, South Asia, and the United States. We have developed a growing community of emerging leaders with the knowledge, skills, and determination to create a more inclusive world. We were named one of Fast Company’s Top 10 Most Innovative Not-for-Profit Companies in 2015.

About the role
The Special Assistant will be responsible for providing administrative, staffing, scheduling, and logistical support for our founder and CEO, Jacqueline Novogratz, and will report directly to her Chief of Staff.  You will be responsible for the daily briefing book, daily action list, daily and long-term schedule, and correspondence. As scheduler, the Special Assistant serves as the primary point of contact for all internal and external scheduling requests for the CEO and will work closely with the Office of the CEO team to ensure all meetings and events related to the office are fully supported. Responsibilities include:

Scheduling and Meeting Preparation:
+ Maintain the CEO’s daily schedule, briefing book, daily action list, and facilitate daily operations
+ Maintain the CEO’s long-range calendar and meeting request list
+ Manage the content to support strategic scheduling meetings and weekly internal staff meetings
+ Manage changes that arise and shifts in appointments in a way that allows the CEO to be most productive
+ Coordinate monthly management meetings, weekly check-ins, and other internal meetings on behalf of the senior team
+ Assist with preparing/assembling briefings and meeting preparation for CEO

+ Serve as point of contact for the CEO to prioritize and escalate logistical issues on a daily and ongoing basis to maximize the use of her time and resolve issues in advance where possible
+ Receive inbound calls for the CEO, as well as the general Acumen office line, and route calls appropriately
+ Respond to email traffic and inbound hard copy mail for the CEO to stay current on matters concerning her, and update calendars as needed
+ Manage correspondence for the CEO and monitor the CEO’s official email and facilitate follow-up process on emails to appropriate contacts

Travel and Logistics:
+ Maintain accurate and essential logistical information for meetings (attendees, location, phone numbers, etc.) and in advance of travel, adding to necessary calendars (including external parties)
+ Manage all travel bookings and confirmations, including hotels, flights, ground transportation
+ When appropriate, work with overseas team members to ensure on-ground logistics are arranged and communicated (hotel, ground transportation, airport transfer, etc.)
+ Provide clear and comprehensive travel packs including a detailed travel itinerary, logistical confirmations, diplomatic and/or medical clearance, as well any additional materials requested by traveler
+ Forecast and obtain the appropriate medical documentation, passport pages, and travel visas in advance of international trips (when necessary)
+ Prepare and track expense reports in a timely manner following travel
+ Support the CEO providing staffing, advance, and travel with the CEO if and when needed

Administrative Tasks:
+ Manage all CEO office operations including optimizing systems, supplies, electronic and paper files.  Create new systems to ensure proper workflow and efficiencies
+ Maintain contact database
+ Obtain the necessary information and signatures for documents touching the CEO; follow through with tracking to ensure that they are properly processed and/or reach the appropriate party

+ Head various projects as assigned
+ Provide support to other members of the Management team as requested

First and foremost, you are intensely curious about the world and passionate about what it takes to solve poverty.  You are a team player who shares Acumen’s values.  You are a self-starter with a high level of initiative who is excellent at execution and possesses a strong attention to detail.  You are the kind of person who will excel using your project management skills with ability to handle multiple projects and tasks.  This position will need to respond to the needs of a fast-paced operation which often requires after-hours availability.

+ Bachelor’s degree
+ At least two years’ experience of related, progressively responsible work experience, including assistant, advance, scheduling and/or administrative experience
+ Campaign, political, or nonprofit management experience is a plus
+ Ability to work closely (one on one) with the CEO and senior staff
+ Ability to see and understand the big picture and translate into daily action lists, correspondence, scheduling, vigilant follow-up, and briefing materials
+ Complete discretion with sensitive information, both within the organization and externally
+ Strong project management skills; a demonstrated ability to take primary responsibility for a diverse number of projects and to complete them in a timely manner with limited supervision
+ Excellent written and oral communication skills
+ Exemplary interpersonal skills and ability to collaborate effectively with culturally diverse staff across geographies, functions, and levels of the organization
+ Proven mastery of Office applications including Outlook, Word, Excel and PowerPoint
+ Tech and digital savvy
+ Unflappable in face of crisis or high stress situations
+ Permanent authorization to work in the United States

Additional characteristics we seek for all roles at Acumen:
+ Commitment to and enthusiasm for the organization’s mission to change the way the world tackles poverty, and respect for our core values: generosity, accountability, humility, audacity, listening, leadership, integrity and respect.
+ Ability to thrive in ambiguity, remain cool-headed when there are curve balls, and withstand the tests of a rapidly changing environment with resilience and resolve.
+ A sense of humor (really).

Acumen offers a competitive compensation package commensurate with experience, including full benefits

Additional Information

To Apply:

Please submit a resume and responses to the following questions here: https://bit.ly/2r33u9m
+ Why Acumen? What draws you here? (MAX: 200 words)
+ Describe a situation in which you had to manage a process in an uncertain and fast-paced environment. How did you navigate the ambiguity while engaging stakeholders? (Max 300 words)