Scheduler/Special Assistant

Third Way Special Assistant
Location Washington, DC, USA
Application deadline 30 November 2020
Contract type Permanent
Hours Full-time
Salary Salary to commensurate with experience
Apply now

Third Way is a national think tank that champions modern center-left ideas.

Our work is grounded in the mainstream American values of opportunity, freedom, and security. But we identify as center-left, because we see that space in U.S. politics as offering the only real path for advancing those ideals in the century ahead.

Our agenda is ambitious, aspirational, and actionable. It is built on the bedrock belief that for political movements to succeed in our political system, they must relentlessly re-imagine their policies, strategies, and coalitions.

We are fighting for opportunity, so everyone has the chance to earn a good life; progress on social issues, so all have the freedom to live the lives they choose; and security, so we are protected from 21st-century global threats.

The role

Third Way is looking for a Scheduler/Special Assistant who reports to and supports the CEO. This position will maintain the schedule, travel plans, and board activity for the CEO. This position involves managing schedules and organizing meetings for the CEO and occasionally other members of the executive team; researching, drafting, and editing materials; organizing events; and performing other tasks as needed. This position calls for a highly organized individual with strong writing skills; the ability to prioritize competing demands; and the ability to manage relationships.

Key roles and responsibilities

As the Scheduler/Special Assistant, a typical day might include:

Managing the CEO’s calendar to ensure schedules are handled and organized efficiently and professionally, including:

  • Scheduling internal and external meetings
  • Keeping the CEO informed of and prepared for upcoming commitments
  • Organizing and coordinating travel logistics, itineraries, and agendas
  • Preparing materials for meetings and travel
  • Regularly reminding the CEO of commitments, calendar obligations, and weekly to-do list
  • Planning meetings, conference calls, and staff events, including regular management committee meetings and all-staff meetings.

Completing administrative tasks, including:

  • Drafting, proofreading, and/or editing a wide range of internal communications, reports, talking points, and presentations
  • Tracking, monitoring, and reconciling monthly expenses and credit card receipts
  • Drafting correspondences to external contacts
  • Maintaining files and other important documentation
  • Other administrative tasks, as needed

Working closely with the Business Operations and Finance Teams, in addition to other program areas

Identifying areas for additional support in alignment with organizational needs

Serving as the secondary contact for the Board of Trustees and their staff, including:

  • Establishing warm relationships with the Board of Trustees staff
  • Monitoring communications with the Board to ensure correspondences are handled efficiently and effectively
  • Maintaining the Board of Trustees roster and renewal terms
  • Coordinating and scheduling all meetings between the CEO and the Board

Providing fundraising support to the CEO, including:

  • Compiling and proofreading prospective donor pitches and tracking appropriate follow-up
  • Maintaining an active donor database with all meetings the CEO has had with donors and each donor’s complete giving history
  • Monitoring the stewardship process to ensure the CEO follows-up with donors after their contribution has been received
  • Ensuring all required fundraising documentation are properly maintained and saved

Managing all aspects of event planning for the Board of Trustees meetings, including:

  • Selecting meeting venues and logistical needs for each meeting
  • Generating and distributing invitations
  • Collecting RSVPs and providing regular attendance updates
  • Preparing and compiling meeting materials in advance of meetings
  • Attending meetings to record meeting minutes

Supporting the CEO’s communications efforts with the Board of Trustees, including:

  • Overseeing projects to write, edit, and distribute weekly Board of Trustees emails
  • Assisting the CEO with drafting of regular email correspondences to the Board

Experience and skills

This might be the job for you, if you:

  • Enjoy working collaboratively with others
  • Can keep others on track and informed
  • Pay attention to details and take pride in your work
  • Are curious and eager to learn
  • Think on your feet and can adapt to changes effortlessly
  • Communicate clearly in writing and can speak eloquently when describing Third Way’s mission
  • Are motivated and driven by your passion to build sustainable solutions
  • Are proficient with Microsoft Office applications
  • Have strong organizational and time management skills
  • Are diplomatic at communicating with staff and external contacts
  • Have the ability to work independently and handle confidential information