Special Support Associate

As a key member of our leadership team, you will provide executive support to the Chief Executive Officer in a one-on-one working relationship. This role involves serving as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO's office. You will also serve as a liaison to the board of directors and senior management teams, organizing and coordinating executive outreach and external relations efforts.

The ideal candidate will have strong organizational skills, with the ability to prioritize multiple tasks and maintain attention to detail. Excellent written and verbal communication skills are essential, as is the ability to work independently and navigate complex interpersonal dynamics. A proactive approach to problem-solving and a demonstrated ability to handle confidential information with discretion are also required.

• Cross-Functional Collaboration:
  • Work closely with various teams across the organization to ensure cohesive implementation of the CEO's strategic goals.
  • Provide insights and feedback to the executive team based on observations and interactions across departments.
• Communications, Partnerships & Outreach:
  • Keep the CEO's bio updated and respond to requests for materials regarding the CEO and the organization.
  • Edit and complete first drafts for written communications to external stakeholders.
• Board Support & Liaison:
  • Serve as the CEO's administrative liaison to the Board of Directors.
  • Assist board members with travel and logistics arrangements as needed.
  • Maintain discretion and confidentiality in relationships with board members.
  • Ensure compliance with bylaws regarding board matters, including the advance distribution of materials before meetings.
• Senior Management Liaison:
  • Participate as an adjunct member of the Executive Team, assisting in scheduling and attending all meetings.
  • Coordinate the agenda for senior management team meetings and off-sites, as well as all-staff meetings.
  • Facilitate cross-divisional coordination of Strategic Project Management and Initiatives.
  • Assist the CEO in identifying and prioritizing key strategic initiatives.
  • Conduct thorough research and analysis to support decision-making processes.
  • Prepare comprehensive presentations and reports to communicate findings and recommendations.
  • Collaborate with the Strategic Initiatives team to coordinate the CEO's outreach activities.
  • Follow up on contacts made by the CEO and support the cultivation of ongoing relationships.
  • Create personalized letters based on the CEO's notes or guidance for strategic contacts on topics relevant to the organization.
• Communication and Relationship Management:
  • Serve as the primary point of contact for internal and external stakeholders, facilitating clear and effective communication.
  • Foster strong relationships with team members, partners, and clients to enhance collaboration and engagement.
  • Draft high-quality correspondence, including emails, memos, and proposals that reflect the CEO's voice and vision.
• Executive Support:
  • Complete a broad range of administrative tasks for the CEO, including managing an active calendar, preparing expense reports, and composing confidential correspondence.
  • Arrange complex travel plans, itineraries, and agendas; compile documents for travel-related meetings.
  • Plan, coordinate, and ensure the CEO's schedule is followed and respected, using discretion to manage access to the CEO's time and office.
  • Act as a bridge for smooth communication between the CEO's office and internal departments, maintaining credibility and trust with senior management.
  • Keep the CEO informed of upcoming commitments and responsibilities, proactively updating on evolving priorities.
  • Manage special projects for the CEO and complete critical aspects of deliverables, including drafting acknowledgment letters and personal correspondence.
  • Prioritize conflicting needs and handle matters expeditiously, ensuring the successful completion of projects under deadline pressures.