Special Assistant, Office of the CEO

Organization
Acumen
Deadline for Applications
06/03/2016
Contact Information
http://bit.ly/24MMBM0

SPECIAL ASSISTANT, OFFICE OF THE CEO

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 are enabling the poor to transform their lives. Founded by Jacqueline Novogratz in 2001, Acumen has invested more than $101 million in 92 companies across Africa, Latin America, South Asia and the United States. We are also developing a global community of emerging leaders with the knowledge, skills and determination to create a more inclusive world. In 2015, Acumen was named one of Fast Company’s Top 10 Most Innovative Not-for-Profit Companies.

Position Summary
The Special Assistant will be responsible for providing administrative, staffing, scheduling and logistical support for our founder and CEO, Jacqueline Novogratz.  The Special Assistant will be responsible for the daily briefing book, daily action list, daily and long-term schedule and correspondence.  The Special Assistant will report to the most senior member of the Office of the CEO.  As scheduler, the Special Assistant will also serve as the primary point of contact for all internal/external scheduling requests for the CEO and will work closely with the OCEO team to ensure all meetings and events related to the office are fully supported.

Responsibilities
Scheduling and Meeting Preparation:
•       Maintains the CEO’s daily schedule, briefing book and daily action list and facilitates daily operations
•       Maintains the CEO’s long range calendar and meeting request list
•       Manages the content to support strategic scheduling meetings and weekly internal staff meetings
•       Manages changes that arise and shifts appointments in a way that allows the CEO to be most productive
•       Coordinates monthly management meetings, weekly check-ins and other internal meetings on behalf of the senior team
•       Assists with preparing/assembling briefings and meeting preparation for CEO
Communication:
•       Serves 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
•       Receives inbound calls for the CEO, as well as the general Acumen office line and routes the calls appropriately
•       Responds to email traffic and inbound hard copy mail for the CEO to stay current on matters concerning her, and updates calendars as needed
•       Manages correspondence for the CEO and monitors the CEO’s official email and facilitates follow-up process on emails to appropriate contacts
Travel and Logistics:
•       Maintains accurate and essential logistical information for meetings (attendees, location, phone numbers, etc.) and in advance of travel, adding to necessary calendars (including external parties)
•       Manages all travel bookings and confirmations, including hotels, flights, ground transportation, etc.
•       When appropriate, works with overseas team members to ensure on-ground logistics (hotel, ground transportation, airport transfer, etc.) are arranged and communicated
•       Provides clear and comprehensive travel packs including a detailed travel itinerary, logistical confirmations, diplomatic and/or medical clearance, as well any additional materials requested by the traveler
•       Forecasts and obtains the appropriate medical documentation, passport pages, and travel visas in advance of international trips (when necessary)
•       Prepares and tracks expense reports in a timely manner following travel
•       Supports the CEO providing staffing, advance and travels with the CEO if and when needed

Administrative Tasks:
•       Manages all CEO office operations including optimizing systems, supplies, electronic and paper files.  Creates new systems to ensure proper workflow and efficiencies
•       Maintains contact database
•       Obtains 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
Other:
•       Heads various projects as assigned
•       Provides support to other members of the Management team as requested

Who You Are
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
•       Commitment to, and enthusiasm for, the organization’s mission and business model, and respect for our core values: generosity, accountability, humility, audacity, listening, leadership, and respect
•       Permanent authorization to work in the United States

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

Location
New York, NY

Application Requirements
Please attach your resume, cover letter and a writing sample at this link.

Deadline
Priority deadline of June 3, rolling review thereafter.  Position start-date anticipated between mid-June and early August.