Special Assistant to the Executive Director

POSITION OVERVIEW: The Special Assistant to the Executive Director (ED) at Mamatoto Village is a high-impact role designed for a seasoned professional with strong managerial experience. This individual will provide advanced administrative, strategic, and organizational support to the ED, helping to drive the execution of organizational priorities. The role demands a strategic thinker who can anticipate the needs of the ED, manage complex projects, and foster alignment across the organization.

Acting as a trusted advisor and extension of the ED, the Special Assistant will oversee high-level initiatives, coordinate key stakeholder engagements, and ensure effective communication and follow-through on the ED’s directives. This position is ideal for a professional with prior management experience who thrives in a mission-driven environment focused on advancing racial and reproductive justice.

ATTRIBUTES OF A COMPETITIVE CANDIDATE

• Competitive candidates will have 5+ years of relevant experience.
• Trustworthy: Possess sound judgment, and work with absolute discretion.
• Strategic Thinker: Ability to connect day-to-day tasks with long-term organizational goals and strategies.
• Exceptional Communicator: Skilled in clear, professional, and persuasive verbal and written communication.
• Highly Organized: Demonstrates meticulous attention to detail, with the ability to manage multiple priorities and meet deadlines.
• Relationship Builder: Builds trust and credibility with diverse stakeholders, including staff, board members, donors, and partners.
• Resourceful Problem-Solver: Anticipates challenges and develops creative solutions proactively.
• Mission-Driven: Deep commitment to equity, justice, and Mamatoto Village’s core values.
• Adaptable and Resilient: Thrives in a fast-paced environment with changing priorities and ambiguity.
• Leadership-Oriented: Seeks opportunities to grow into expanded leadership roles, taking ownership of projects and initiatives.
• Self-Awareness: Engages in critical inquiry to promote self-awareness and accountability and implement liberatory frameworks within personal and team objectives and deliverables;

ESSENTIAL DUTIES AND RESPONSIBILITIES

To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Other duties may need to be assigned to meet organizational needs.

Calendar and Time Management:

• Manage the ED’s complex calendar, including scheduling appointments, travel arrangements, and prioritizing competing demands and cultivating space for rest and optimal work-life balance.
• Anticipate scheduling conflicts and proactively resolve them to maximize the ED’s efficiency.

Communication and Stakeholder Management:

• Serve as a key liaison between the ED and internal teams, board members, donors, and external stakeholders.
• Draft and edit correspondence, presentations, and reports on behalf of the ED.
• Manage sensitive communications and maintain confidentiality at all times.

Strategic and Operational Support:

• Lead and manage special projects aligned with the ED’s strategic goals, including research, data analysis, and implementation planning.
• Track organizational priorities and ensure follow-up on key action items, deadlines, and deliverables.
• Provide administrative oversight for meetings, including preparing agendas, taking minutes, and ensuring timely follow-up on decisions.
• Travels independently and with the ED in support of engagements as needed

Board Support and Liaison

• Coordinate all logistics for board meetings, including preparation of materials, agenda creation, and post-meeting communications.
• Maintains discretion, confidentiality, and appropriate boundaries in relationships with all Board members
• Facilitate communication between the ED and board members, ensuring alignment and timely responses to inquiries.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format

Research and Analysis:

• Conduct research on key topics, trends, and best practices to support the ED’s decision-making.
• Provide concise and actionable recommendations based on findings. Process Improvement and Problem-Solving:
• Identify and implement improvements to streamline workflows and enhance the operational efficiency of the ED’s office.
• Troubleshoot challenges and barriers with a solutions-oriented approach.

SKILLS AND REQUIREMENTS TO FOSTER SUCCESS

• Education: Bachelor’s degree in business administration, public policy, or a related field required; advanced degree preferred.
• Experience: 5+ years of experience in an executive support, strategic project management, or operations role, preferably at a managerial level.
• Technical Skills: Advanced proficiency in iOS, Microsoft Office ( Word, Excel, and PowerPoint), G-Suite (Gmail, Google Docs, Drive, and Calendar), Google Meet, Zoom, Monday.com, and Adobe Acrobat, and project management tools like Monday.com.
• Nonprofit Expertise: Experience working in a mission-driven organization is strongly preferred.
• Professional Skills
  • Ability to approach work intentionally, with attention to deadlines and details
  • Ability to prioritize competing projects and multi-task across a broad spectrum of collaborators based in various geographic locations
  • Able to work independently with a proactive approach o Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors
  • Ability to receive and implement constructive feedback
  • Must be willing to maintain annual professional development
• Industry Knowledge
  • Strong familiarity with human rights, reproductive justice, and maternal and infant health content

NON-NEGOTIABLES

• Top-notch organization skills. If your books are in alphabetical order, your notes are colored-coded, and you find to-do lists energizing, we want to talk to you! There’s much to keep track of in this role, and nothing can fall through the cracks. Meeting deadlines is key.
• Exceptional problem-solving skills and the ability to be solution-oriented. A successful candidate will enjoy thinking on their feet and will know how to apply sound judgment and rationale to any situation. They will also need to be adept at anticipating needs and barriers.

Equal Employment Opportunity (EEO) Statement

Mamatoto Village is an equal opportunity employer and is committed to fostering an inclusive, respectful, and diverse workplace. As a nonprofit organization, we actively seek to reflect the communities we serve. We provide equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, gender identity, sexual orientation, national origin, disability, age, or veteran status. We encourage individuals from all backgrounds and experiences to apply, and we value diversity in all its forms.