Executive Assistant to the Chief Technology Officer

Executive Assistant to the Chief Technology Officer

Department:Technology

Location:US Based Home Office

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Title: Executive Assistant to the Chief Technology Officer

Reports To: Chief Technology Officer

Location: Home Based Office (US)

Status: Full time; Non-Exempt

Salary Range*: $55,000 – $60,000 (IC2, B3)

Facing History & Ourselves is a global education non-profit organization that challenges teachers and students to use lessons of history to stand up to racism, antisemitism, and other forms of bigotry and hate.

Position Description:

This Executive Assistant position is an entry-level role that will provide direct support to the Chief Officer, Technology (CTO) and will represent her and the organization as a whole through verbal and written communication with staff, leadership, board members, major donors, and the public. This is an excellent and exciting opportunity to learn about a non-profit from a high level perspective!

Who you are: You may be early in your career, but have solid work experience through internships and other work opportunities. You are an organized, calm, proactive, dedicated, intuitive, thoughtful, and detail oriented individual. You are solutions-oriented and excel at juggling competing priorities. You feel successful when others around you are successful, too. You are technology-confident, communicative and collaborative; you bring tact, diplomacy, and persistence to the workplace. Managing the calendar and priorities of the Chief Officer will require you to anticipate her needs and build relationships with others across the organization, while appropriately negotiating, prioritizing, and protecting the needs of the Technology team.

You will manage a full stream of communications coming both in and out of the Technology office, and will play a crucial role in building administrative processes while sustaining strong partnerships and collaborations throughout the organization and the broader community. You are proficient at taking notes and minutes, culling action items from meetings and following up on those items. You bring a positive, can-do attitude, a passion for learning and growth, and a desire to help build community within the team and the organization.

Who We Are: The Technology team is collaborative, supportive, and flexible. We are customer focused and appreciate our role in supporting the work and mission of Facing History and Ourselves. We embrace a growth-mindset and we are able to pivot/adapt to changes and are good natured in our approach to shifting priorities. We value the strengths we each bring to our team. We deal with complex and confidential issues, and work to maintain professionalism and a good sense of humor, too.

You Will:

• Manage the calendar for the CTO, paying close attention to her daily schedule as well as monitoring her future schedule to ensure that meetings are re-prioritized as needed, deadlines are met, and that she is prepared for all upcoming events and meetings
• Schedule and plan CTO’s travel and stakeholder engagement, plan agendas and coordinate arrangements with regional offices and external partners; Oversee travel reimbursements and expense reports
• Manage emails and inbox of the CTO. Elevate immediate needs and respond to less critical items on behalf of the CTO.
• Oversee task list and ensure timely completion of deadline oriented tasks. Manage timelines, deadlines, and responsibilities to support projects managed by the Chief Technology Officer
• Manage and track expenses for the CTO and Tech Directors, including budget monitoring, expense report processing, and ensuring compliance with organizational policies.
• Coordinate and support the management/execution of events and meetings, such as team meetings and retreats, including planning logistics, overseeing schedules, and ensuring smooth execution.
• Communicate in a kind, professional, and timely manner with internal and external stakeholders regarding scheduling and schedule changes, meeting prep and planning, prioritization of tasks, and understanding and managing expectations and deliverables expected from the Chief Technology Officer
• Attend meetings, take notes, and manage pre-meeting and follow-up as needed
• Support administrative tasks for the Tech Directors
• Development of draft communications on behalf of the CTO
• Develop administrative systems, including process documentation, in order to support effective and efficient collaboration, communication, etc on CTO’s behalf
• Other administrative tasks, special projects, or duties as assigned.

Community & Commitment

In addition, qualified candidates can expect to:

• Center principles of equity, inclusion, and belonging in all work.
• Demonstrate a commitment to the mission of Facing History & Ourselves.
• Demonstrate a commitment to diversity using a personal approach that values all individuals and respects differences in regards to race, ethnicity, age, gender identity and expression, sexual orientation, religion, disability and socio-economic circumstance.
• Demonstrate a commitment to work collaboratively and respectfully toward resolving obstacles and/or conflicts.

Essential Skills, Qualifications and Competencies:

Facing History understands that restrictive job requirements may exclude historically marginalized groups from applying to jobs for which they are qualified. We take an equitable and holistic screening approach. If you feel you have demonstrated experience and expertise relevant to perform this role, please don’t hesitate to apply!

• Bachelor‘s degree or equivalent work experience
• Minimum of 2+ years of administrative support and office management experience working with senior level administrators; preference for work done in non profit and matrixed organizations
• Understands, embraces, and takes pride in the critical role administrative coordination and support plays in the success of senior staff and the organization as a whole
• Demonstrated ability to manage competing priorities, projects, and tasks
• Proactive self-starter; strong attention to detail; experience working in a busy environment a plus
• Solutions focused individual who is comfortable asking questions, searching for answers, and gaining clarity when needed
• Strong problem-solving skills
• Experience and comfort level working with multiple leadership styles; ability to “manage up” when needed

• Interest in and ability to articulate the mission of Facing History and Ourselves
• Excellent communication, listening, and organizational skills
• Technology-confident with excellent computer skills, including experience with the Google suite; experience with Salesforce or CRM databases a plus
• Excellent judgment and ability to anticipate and quickly prioritize; demonstrated experience taking initiative and being proactive; confident and unflappable.
• Ability to work independently and as a member of a team

Benefits Summary: In addition to meaningful and rewarding work, Facing History provides an excellent and competitive compensation and benefits package including medical with a health reimbursement account, dental, vision, life & AD&D, long-term & short-term disability insurance, 403(B) retirement plan with a discretionary organizational contribution, generous paid time off, an employee assistance program, travel assistance plan, pre-tax commuter spending accounts, flexible spending accounts, voluntary Colonial Life group plans, robust wellness programs through aHealthyMe, weekly virtual yoga and meditation, WellCents 403(B) advisement, and a friendly work environment.

Facing History values a diverse workforce and an inclusive culture. We encourage applications from all qualified individuals without regard to race, color, religion, gender, sexual orientation, gender identity or expression, age, national origin, marital status, citizenship, disability, veteran status and record of arrest or conviction, or any other characteristic protected by applicable law. We are an Equal Employment Opportunity Employer.

Facing History’s Commitment to Diversity, Equity and Inclusion. At Facing History, we honor and value the uniqueness of each and every human being. Our strength as an organization that provides and distributes educational content and pedagogy to teachers across the globe is directly tied to our diversity of staff, leadership, educators, students, scholars, and volunteers. Our commitment is to treat individuals with dignity and to build and maintain a community of full participation, inclusive of the voices, needs, and contributions of all. As an organization, we are deeply aware of the legacies of injustices that persist in society and in the workplace, and we value and promote diversity, equity, and inclusion in their association with excellence.

Remote-first/Hybrid Work Model: Facing History and Ourselves operates in a remote-first/hybrid work model, allowing staff flexibility in both schedules and work locations. This particular position is home-based. Some travel is required.

* We strive to offer competitive salaries commensurate with experience in a similar position. New hires are typically brought into the organization at a salary range between the minimum and midpoint depending on experience and in alignment with internal parity