Position Summary

Reporting to the Executive Vice President (EVP), the Special Assistant (SA) will provide support to the President, EVP, and the Distinguished Scholar positions in the Executive Office. The SA will be responsible for project management; meeting preparation, coordination, and note-taking; coordinating executive briefings; collaborating with staff across divisions on special projects and initiatives; and interfacing with internal and external constituents on behalf of the Executive Office. The SA will work collaboratively with the Executive Assistant (EA) and will serve as the back-up for the EA as required.

Responsibilities

  • Provides support and assistance to division staffs in developing and preparing briefing materials for presentation to the Executive Office;
  • Works closely with other divisions in the Institute to optimize the President’s outreach to funders, the media, and other key audiences;
  • Supports the Executive Office in the development of presentations using PowerPoint and other media;
  • Manages special projects for the Executive Office, exercising independence, discretion, and confidentiality while ensuring ample time is allocated to meet deadlines;
  • Plays a key role in facilitating the development and documentation of action plans during meetings and Executive Office staff planning sessions;
  • Serve as intermediary and support for the CEO and the other principals at business events and other gatherings;
  • Under the direction of the EVP, analyzes external trends and issues that may affect the organization and alerts the Executive Office of potential challenges and opportunities;
  • Conducts and synthesizes background research in preparation for external meetings, board meetings, and other high-level meetings and conferences;
  • Collaborates with the Executive Assistant to ensure meeting schedules are set and that the appropriate participants and content are established ahead of time;
  • Records minutes and take notes at executive-level meetings and uses those notes to highlight key action items for the Executive Office and staff; tracks follow-up on action items;
  • Attends meetings with or on behalf of members of the Executive Office as needed;
  • Provides general administrative support to the Executive Office in conjunction with or in the absence of the Executive Assistant.

Qualifications

  • Bachelor’s degree.
  • One to three years of related experience.
  • Proficiency with Microsoft Word, PowerPoint, and Excel.
  • Demonstrates a high degree of emotional intelligence
  • Demonstrated ability to work effectively with individuals at all levels in the organization
  • Highly ethical and trustworthy
  • Demonstrated professionalism, responsibility and good judgment in performing tasks and in handling confidential information.
  • Highly developed communication and organizational skills with careful attention to detail
  • Ability to work independently and take initiative.
  • Ability to be creative and use intuition in bringing ideas to fruition
  • Ability to multi-task and work in a fast-paced environment.
  • Interest in sexual and reproductive health, rights, and justice

Salary and Benefits

Salary starting at $52,000 to low $60ks, commensurate with experience. Excellent benefits that include medical, dental, vision and life insurance; vacation, personal and sick time; paid parental leave; tuition reimbursement; commuting subsidy; and 401(k) with employer match. The Guttmacher Institute strives to provide the training and support staff need to be successful in their positions and to grow professionally.