Job Description

Job Description

Job Description

Summary:

The Special Assistant to the CEO is a vital member of the Literacy Pittsburgh team, providing high-level administrative and strategic support to the CEO. This role requires a proactive and organized individual who can balance multiple priorities, nurture crucial relationships, and lead special projects critical to the success of the organization. The ideal candidate will be mission-driven and committed to the vision of Literacy Pittsburgh. This is a full-time, exempt position.

Essential Functions

• Strategic and Tactical Support to the CEO
  • Provide analytical and specialized administrative support to the CEO in advancing Literacy Pittsburgh’s mission.
  • Facilitate smooth communication and collaboration between the executive office and other departments, including coordinating/drafting internal and external correspondence, memos, reports, presentations, and other documents on behalf of the executive.
  • Anticipate tasks in advance of meetings (preparing meeting materials, briefing papers, talking points, note taking) and lead on follow-up from the CEO’s engagements (written summaries, correspondence, action items, etc.).
  • Serve as a liaison to the Board of Directors, coordinating meeting schedules, preparing board materials, maintaining minutes and records, and other activities as directed by the CEO.
  • Support the cultivation and management of external relationships, including funders, community organizations, elected officials, and contracted resources.
  • Participate in meetings, workgroups, etc. on behalf of the CEO.
  • Handle confidential information with discretion and sensitivity.
  • Building first-draft outlines, slide deck shells, and other resources to add lift to CEO and other leaders (development).
  • Support management and prioritization of the CEO's calendar.

• Operations Support and Knowledge Management
  • Manage, organize, and enable organization-wide processes including documenting and making relevant tools useful and accessible.
  • Support and manage the administrative aspects of team performance and culture-related systems such as on-/off-boarding staff, performance reviews, professional development, and progress monitoring.
  • Support logistical planning and content development for staff meetings, leadership team meetings, supervisor meetings, semi-annual staff celebrations, and semi-annual staff retreats.
  • Contribute to the overall safety and comfort of the organization’s physical space by managing office supply inventory; ensuring compliance with health, safety, and security procedures; and providing as-needed support with daily office operations such as kitchen, common areas, and meeting and event set up.
  • Contribute to the development and documentation of key processes essential to the success of the organization.
  • Support fundraising activities, such as assisting with grant administration, donor engagement, and corporate volunteer coordination.

• Special Projects
  • Manage and execute special projects as assigned by the CEO.
  • Contribute to strategic initiatives and organizational planning.
  • Other duties as assigned.

Qualifications:

• Bachelor’s degree in education, social sciences, or related field; or equivalent experience.
• One to three years’ experience supporting C-level executives, preferably in a non-profit setting.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Salesforce experience a plus.
• Ability to maintain a high level of discretion and confidentiality.

Skills and Competencies

• Ability to cultivate and work toward a shared organizational vision.
  • Can translate organizational vision into action by identifying opportunities and taking initiative, working both independently and as part of a team.
  • Ability to motivate and support team members through a course of action aligned to organizational vision.
  • Demonstrated ability to independently produce work products aligned to the organizational vision.
• Track record of utilizing effective processes to produce high quality and timely work products.
  • Ability to manage projects effectively and meet deadlines.
  • Ability to develop and execute action plans to reach goals.
  • Successful experience working with groups to identify effective strategies and align resources in order to deliver on organizational goals and objectives.
• Strong interpersonal skills, and proven ability to build positive relationships with colleagues, clients, and stakeholders of diverse backgrounds.
  • Demonstrated alignment to Literacy Pittsburgh’s core values*.
  • Excellent communication skills, including verbal, written, and public speaking.
  • “Can-do” team player attitude.
  • Ability to provide and receive honest feedback and guidance to / from staff in a supportive manner.
• Demonstrated problem solving skills, and flexibility to adapt to changing needs.
  • Manages unexpected challenges and conflicts to keep projects and work products on track.
  • Ability to make decisions appropriately, effectively, and efficiently.
  • Possesses analysis and synthesis skills, including the ability to collect information, determine key objectives, and act strategically to promote desire results.
• Commitment to promoting Diversity, Equity, Inclusion, and Accessibility across the organization.
  • Understands implicit biases, microaggressions, and structural barriers that create harm for historically marginalized populations.
  • Demonstrated ability to contribute to an inclusive and equitable organizational culture.

Work Environment

• Full-time, some evening work required.

Additional Eligibility Requirements

• Act 33/34 clearances

Physical Demands

• Prolonged periods sitting at a desk and working on a computer.
• Requires the ability to lift, pull and push up to 25 pounds.

*Literacy Pittsburgh’s Core Values

• We believe that all people deserve the opportunity to learn in a place where their strengths are celebrated
• We respect all people and their ability to shape their own lives
• We have a duty to earn the trust of everyone we work with
• Our collective well-being depends on welcoming diverse cultures and perspectives
• As a leader, we embrace the responsibility to innovate, model best practices and grow

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