Special Assistant to the CEO

ABOUT ONE We work to ensure everyone, everywhere can lead a life of dignity and opportunity. How?By bringing together activists’ voices and hard-hitting data and policy analysis. We use all this to pressure decision-makers to pass laws and take actions that will help tackle the world’s biggest challenges.

Employees of ONE work in a collaborative and creative environment. When you work for ONE, you will receive excellent benefits along with the opportunity to be part of an international organization and contribute to our mission to end extreme poverty and preventable disease.

ABOUT THE OPPORTUNITYThe Special Assistant to the CEO is an exciting and unique opportunity to work alongside an accomplished global leader and influencer in the advocacy space where you will contribute directly to the CEO’s initiatives, liaise with and learn from key leaders, and gain invaluable exposure to ONE’s issue areas. This role provides high-level programmatic and administrative support across a wide range of activities. They manage the CEO’s daily communications, calendar, and workflow and assume primary responsibility for select projects. They will also act as the CEO’s thought partner by connecting dots between all areas of their professional engagements.

IN THIS ROLE, YOU WILLOversee the CEO’s CalendarStrategically manage the CEO’s calendar by scheduling all meetings, events, and worktime, ensuring that time is allocated to balance immediate needs with long-term priorities.Partner with members of the Senior Leadership team to anticipate and strategize internal and external engagements.Maintain the team tracker of all invitations received by the CEO and ensure that all invitations are responded to and executed on in coordination with the CEO team.Meeting CoordinationOrganize internal and external meetings, including notifying attendees, reserving conference rooms, drafting and distributing agendas, tasking out briefing documents, taking minutes and circulating minutes after the meetings.Manage CEO Team ProcessesProduce daily memos for the CEO that delineate their immediate action-items and long-term projects, summarize all critical communications from the day, and provide an updated daily snapshot of key organizational data.Develop and maintain systems and processes to ensure smooth CEO Team operation including paper flow, clearances, and correspondence.Track all items that need the CEO review and collaborate closely with colleagues to ensure timelines are agreed upon, target dates are met, and goals accomplished.Ensure the CEO completes all tasks and share outcomes with appropriate colleagues.Travel LogisticsManage all travel logistics including making reservations for flights, hotels, and transportation.Create agendas that allow the CEO to focus on high impact activities during trips.Compile all briefing documents in advance of trips to ensure the CEO is set-up for success while on the road.Accompany the CEO on key travel, domestic and international, providing on-the-go support.CorrespondenceProcess all communications sent to the CEO by managing email inboxes, assessing the importance and urgency of messages, and supporting timely and effective responses. Prepare draft replies to incoming correspondence.Work with the Content & Communications team to send regular communications to key stakeholders including ONE’s various governing boards, donors, and the CEO’s equivalents at peer institutions.Thought PartnershipWork closely with the CEO to keep her informed and prepared for upcoming commitments and responsibilities.Prepare written and PowerPoint materials for presentations, meetings, conferences, and board meetings.Perform research on various issues and organizations as required.Execute special projects relating to initiatives that extend from the work of the CEO; these projects grow in scope as the individual develops organizational knowledge.Administrative SupportProofread and analyze incoming memos, documents, and submissions and ensure there are no spelling or grammatical errors.Maintain CEO’s contacts in ONE’s CRM (via BlackBaud).Track and reconcile monthly credit card statements and complete and submit expense reports in a timely manner (via Expensify).Assist with approving expenses for the CEO (via Expensify).Track timecards/leave requests for Senior Leadership Team (SLT) and maintain a calendar of when SLT members are out of office (Via Replicon).

MiscMay require some work on evenings or weekends including travel as neededAdditional responsibilities as assigned

WHAT YOU BRING TO ONEBachelor’s Degree preferred; 6 years’ relevant professional experience including project management, event planning and providing high touch executive-level supportStrong ability to plan, organize, prioritize work, and multi-task to meet tight deadlines in a fast- paced environmentStrong attention to detail; ability to consistently produce timely and error-free workStrong verbal and written English communication skillsAbility to interact with high-level individuals and build and maintain relationshipsExcellent judgment and proven ability to handle confidential informationProficiency in Microsoft Excel and project management platforms (such as Asana).Superb professionalism and diplomacyEnthusiastic team member with the ability to collaborate well with othersGeneral interest and dedication to the mission of ONE and (RED)Ability to travel internationally, if required

OTHER ATTRIBUTESAn understanding of the complexities surrounding collaboration in a global matrix organizationHighly organized, detail oriented and self-motivatedCollaborative mindset and strong interpersonal skillsDemonstrates critical thinking, communication, and relationship-building skillsTakes action and is results focusedFlexible and resourceful approachIndependent problem solver

LANGUAGE SKILLSFluency in English required. Proficiency in other languages preferred such as French and German a plus.

TRAVELTravel up to 25% international and/or domestic.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENTThis position is based in the Washington, D.C. office. This is a standard office work environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

COMPENSATION RANGE$72,000 – $85,000 per year

Pay range as posted the market salary range that ONE has adopted for this job level in the US. This salary range is based on compensation survey data for similar organizations and is used to set pay internally at ONE. Where a new hire’s salary falls within this range is based on a variety of factors, including the budget available for this position.

APPLICATION INSTRUCTIONSAre you ready to join the fight against extreme poverty and preventable disease? Please submit a resumé and cover letter to this opening at ONE jobs!

We are committed to providing reasonable accommodations to applicants. When an applicant with a disability needs an accommodation to have an equal opportunity to compete for a job, they may request it orally or in writing (please email recruiting@one.org). ONE will process requests for reasonable accommodation and will provide reasonable accommodations where appropriate, in a prompt and efficient manner.

We understand that a diversity of strengths, experiences, and backgrounds makes our team stronger. If this position interests you, we encourage you to apply and tell us why you are a great candidate for the role. ONE does not discriminate in its selection and employment practices. We are an equal opportunity employer and all qualified applicants will receive consideration for employment. To learn more about our diversity and inclusion work and priorities, visit https://www.one.org/us/about/diversity/.

Due to the number of inquiries that ONE receives, we thank all candidates for their interest yet only those who are selected for an interview will be contacted.