Special Assistant to the Executive Director (TEMP-to-HIRE)

DEPART./PROG.: Executive Administration

REPORTS TO: Executive Director

JOB TYPE: *Temp-to-Hire (see Position Overview); Full-time (40 hrs/week); Exempt; Confidential

JOB LOCATION: Remote (Must be available between the hours of 9:00a – 6:00p EST)

THIS IS AN IMMEDIATE HIRE

NOTE: This is a Temp-to-Hire position. After a 90-day period, overall performance will be reviewed, and if it meets the established performance standards, we will consider transitioning candidate to full-time, regular employee status with eligibility for our benefits package.

Position Overview:

The Special Assistant to the Executive Director is a key administrative and operational role responsible for providing high-level support to the Executive Director (ED) in the management of the organization, board relations, membership engagement, and strategic initiatives. The ideal candidate is detail-oriented, highly organized, capable of handling confidential information, and enjoys balancing administrative tasks with strategic support and relationship-building within a nonprofit setting.

Responsibilities include (but are not limited to):

Executive Office Support:

1. Executive Assistance:
   1. Provide comprehensive administrative support to the Executive Director, including calendar management, travel arrangements, and meeting coordination.
   2. Draft and manage internal and external correspondence, including emails, reports, and presentations.
   3. Prepare materials for Board meetings, including agendas, presentations, and detailed meeting minutes.
   4. Coordinate logistics for meetings, calls, and events, ensuring the Executive Director is briefed and well-prepared.
   5. Serve as the key liaison between the Executive Director and stakeholders, ensuring timely and clear communication.
   6. Support special projects as assigned by the Executive Director and Board of Directors.
   7. Conduct research, compile data, and provide reports on key organizational issues and initiatives.
2. Office Management:
   1. Oversee day-to-day office operations, including ordering supplies, maintaining records, and managing vendor relationships.
   2. Oversee electronic document management project.
   3. Assist in planning and coordinating executive team meetings, retreats, and off-site events.

Board Support

1. Provide governance support for Board of Directors meetings, including:
   1. Assembly and distribution of Board packets.
   2. Managing the Board portal (Your Membership AMS).
   3. Take minutes during Board meetings and distribute them in a timely manner.
   4. Scheduling meetings (via Doodle, calendar invites) and maintaining Board rosters and communications.
   5. Support Board members with administrative tasks, such as travel arrangements, event coordination, and special projects.
   6. Managing the organization of the annual Board meeting.
2. Assist Administrative Committees with governance needs including managing materials.
   1. Support Board committees by providing administrative assistance in organizing meetings, tracking outcomes, and communicating with committee members.
   2. Maintain up-to-date records and documentation related to board governance and decisions.

Membership Program Support:

1. Membership Administration:
   1. Collaborate with the ED to implement the new AMS software (Your Membership).
   2. Serve as the main point of contact for all member inquiries, providing excellent customer service and resolving any membership issues promptly.
   3. Maintain and update the membership database, ensuring accuracy of member records, including contact details, dues payments, and engagement history.
   4. Process new member applications, renewals, and membership terminations, ensuring timely follow-up and communication.
   5. Assist with membership onboarding, providing welcome materials and conducting orientations on membership benefits.
   6. Conduct research on member products, services, and benefits to enhance offerings.
   7. Assist with managing the membership budget, including processing membership payments and maintaining financial records related to member dues; Coordinate with Finance to reconcile membership dues, fees, and related financial transactions.
2. Membership Engagement & Communications:
   1. Assist in the planning and execution of member events, webinars, and special programs aimed at increasing member engagement.
   2. Manage membership communications, including newsletters, event invitations, and updates on programs and benefits.
   3. Track member participation and engagement metrics, generating reports for the Executive Director and Board to inform membership strategy.
   4. Respond to inquiries from members and prospective members, ensuring prompt and effective communication.
   5. Collaborate with the development and communications teams to ensure members receive timely and relevant updates about the organization’s activities and services.
   6. Work with other teams to ensure alignment in membership-related activities, supporting broader organizational goals.
   7. Liaise with external partners and vendors as needed to enhance membership services and benefits.

Event Planning & Coordination:

1. Assist with the planning and coordination of organization-wide events, including annual meetings, conferences, and special gatherings. Manage event logistics such as venue bookings, catering, vendor coordination, and staff travel arrangements.
2. Handle registration and communications for events involving staff, Board members, and external stakeholders.

The ideal candidate must possess the following MINIMUM qualifications:

• Bachelor's degree (from an accredited college or university) in Business Administration, Nonprofit Management, or a related field.
• 3-5 years of successful experience in administrative roles supporting senior-level executives or Boards in nonprofit or membership-based organizations; Knowledge of and experience in, membership engagement strategies and best practices.
• Excellent organizational and time-management skills, with the ability to prioritize and manage multiple projects simultaneously.
• Sound judgment, maturity, and the ability to handle sensitive and confidential information with discretion.
• Experience coordinating Board operations, including meeting preparation, minutes, and follow-up.
• Ability to discern and communicate with the highest level of tact and diplomacy, both verbally and in writing to members of the Board, the Executive Management Team, external business partners, and all levels of the organization.
• Experience coordinating domestic and international travel for executive leadership as well as staff and external stakeholders.
• Ability to partner with the Executive Director to understand nuances, appropriate protocols and specific preferences of the ED, and execute on the level of support required/expected.
• Ability to work well under pressure, and to respond flexibly and resourcefully to the workload fluctuations inherent in the position is essential; Resourceful style with good instincts about when to work independently and when to leverage support from others.
• Ability to step into an active role immediately with a proven capacity to work independently as well as collaboratively.
• Familiarity with marketing and communication tools, including email marketing platforms and social media.
• Advanced-level proficiency with solid, measurable experience in using a variety of software applications, social media platforms, travel management software, and other databases (e.g. Google Workspace -Gmail, Google Docs; MS Office Full Suite; Adobe; Doodle; Survey Monkey; Zoom, Social Media apps; Experience using/or trainability: Canva, Navan Travel, Concur).
• Advanced-level proficiency with solid, measurable experience in using AMS/CRM, and membership management software, specifically YM. Familiarity with other applications (e.g., MemberClicks, Salesforce) highly desirable.
• Commitment to advancing the B.O.S.S. mission and values.
• Fluency in written and oral English.
• Proof of eligibility to work in the US. Ability to travel throughout the contiguous 48 states as necessary.