Executive Assistant & Office Manager

Reports To: DeNora Getachew, CEO + Crystal Smith, VP of People & Culture
Compensation: 68,000 - 73,000

Location: DoSomething.org is headquartered in New York City. Candidates must be located in the tri-state area to be considered.

Hybrid Schedule: 3 days in office (Tu, W, Th) @ 50 W. 17th Street, NY 10011.

WHO WE ARE
DoSomething is a thirty year old nonprofit fueling young people to change the world. These young activists have made a real difference from donating over 1 million jeans to homeless youth; to over 4,600 young people powering the petition that compelled Apple to create emojis representing people of color; and providing 585,965 menstrual products to achieve gender equity! On top of all that, DoSomething has registered 415,000 young people to vote and claim our democracy since 2018, with our voter turnout rate above the national average.

Want to know more about our impact? Check out our 2023 Year in Review.

THE ROLE
Contribute to the mission and vision of DoSomething through administrative coordination for our CEO, and office/events management to create an environment that empowers our team to do their best work. This role requires a proactive professional with an eye for detail, a always-learning mindset, and an affinity for collaborative and inclusive team culture. This role will also project manage people and culture initiatives to ensure continuous movement on goals and objectives. This individual will have exceptional communication, organizational skills, and the ability to manage multiple priorities effectively. Discretion and confidentiality are key aspects of this position.

WHAT YOU’LL DO
EXECUTIVE SUPPORT (60%)

• Provide a wide range of executive support with administrative tasks to the CEO, including calendaring, transcription, expense reporting, meeting coordination, data entry, database management, and other tasks to be assigned as needed.
• Manage the CEO’s social media in consultation with the CEO and the Communications and Marketing team.
• Foster and maintain relationships with stakeholders, managing meeting or event RSVPs and preparing materials for meetings and presentations.
• Prepare agendas, coordinate logistics, and take minutes for meetings. Follow up on action items and ensure timely completion of tasks.
• Anticipate needs and proactively provide support to the CEO, including handling ad-hoc requests and other duties as assigned.

ORGANIZATIONAL CULTURE & OFFICE MANAGEMENT (30%)

• Provide general management of a broad range of daily office responsibilities and events/projects to create and maintain a positive employee experience for the DoSomething team.
• Serve as the point of contact for DoSomething staff, office vendors and building management to address and resolve facilities needs for our physical and virtual spaces in a timely manner.
• Manage the office’s day-to-day operations, including hospitality, logistics, supplies, mail; and keeping the office functional and the space tidy to create an enjoyable office environment for the team. Including a schedule of deliveries to maintain stock of office supplies; coordinating all deliveries to and from the office.
• Maintain the health, safety and cleanliness of DoSomething facilities by working with the COO to establish processes and protocols for security procedures and systems, routine cleanings and maintenance, and safety drills and inspections.

EVENT & TRAVEL COORDINATION (10%)

• Oversee the booking and coordination of staff travel including flight, hotel, and ground transportation according to staff needs and budget.
• Plan, coordinate and execute event and meeting logistics for both external partners, office visitors, and internal teams, including managing calendars, taking meeting minutes and dictations, ordering provisions, etc.
• Timely delivery of critical tasks leading up to events, troubleshooting during an event, and follow up activities at the close of each event in collaboration with project owners.
• Assess events’ overall success and submit recommendations for continued improvement.
• Other special project and program support assigned as needed.
  

WHO YOU ARE
WHAT YOU BRING

• At least 3-5-years’ direct experience providing administrative support and calendar management to multiple senior level managers.
• Experience managing offices and workplace experience for a hybrid workforce, and delivering creative solutions to engage a distributed workforce.
• Proficiency in cloud based collaboration tools GSuite, Slack, and project management tools like Trello, Airtable required. Familiarity with Hubspot, or a similar CRM database, a plus.
• Strong interpersonal, verbal, and written communication skills, including experience interfacing with external facing audiences, and handling sensitive and confidential information with a high degree of judgment and discretion.
• Skilled in budget management and reporting. Comfortable tracking information and navigating spreadsheets, distilling insights from data, and communicating recommendations for continuous process improvement.
• Must be able to lift at least 25 lbs, and stand or walk for long periods of time.
• Experience coordinating and executing an office space move desired, but not required.

HOW YOU WORK

• You are results and detail oriented, thorough and accurate in organizing priorities; and focused on meeting quality standards and deadlines for critical tasks with a high degree of accuracy and minimal oversight.
• You are a proactive problem solver and solutions oriented, you anticipate, prevent, and solve challenges before they become huge issues and know how to navigate complex or constrained situations to find solutions.
• You are flexible and adaptable to change and different ways of doing things quickly and positively, don’t shy away from addressing setbacks or ambiguity, are judicious in managing expectations and setting boundaries, and know where to compromise and where to hold firm in delivering results.
• You are a team player committed to accepting responsibility for your contribution as a team member and confident in cross-functionally collaboration with diverse groups of stakeholders to deliver results.
• You are passionate about what we do and the people who do it. You believe in the collective power of young people and are obsessed with getting young people across the globe to take action on important social issues.
  

SELECT PERKS & BENEFITS

• 3 weeks vacation, 11 paid federal holidays, paid winter holiday break (from Christmas to New Years), and ½ Day Summer Fridays (Memorial Day to Labor Day), fully remote August
• Medical and dental premiums fully covered by us
• $1000 personal stipend each year for your professional development - additional funds may available at departmental level
• 403b plan which DoSomething matches up to $2,500
• Additional milestone perks include additional PTO and paid sabbatical