Special Assistant to the President – Civic Ventures (dba Encore.org) – New York, NY

Encore.org is a national nonprofit building a movement to leverage the experience of adults in midlife and beyond to improve communities and the world. This innovative and influential organization seeks an exceptionally organized, detail-oriented, energetic professional with a strong background in both executive support and general office operations to join our team as Special Assistant to the President, a newly created position.

The President co-leads Encore.org with the organization’s San Francisco-based CEO and Founder. The Special Assistant will be expected to support this essential bi-coastal partnership, in collaboration with the CEO’s Special Assistant. At the same time, he or she will manage day-to-day operations for the New York City office, currently housed at WeWork. We are looking for an individual who takes initiative, enjoys juggling multiple big-picture priorities while attending to the smallest details, and is a skilled liaison for the President’s internal and external relationships.

The Position: Special Assistant to the President

The Special Assistant will support the President on key internal and external priorities, while making the New York City office an effective, efficient, and pleasant place for all team members to work. The successful candidate will be highly skilled at managing relationships in multiple time zones, a rapid flow of work, changing priorities, and a wide range of logistics.

The Special Assistant will handle dozens of details each day, including scheduling and preparing for meetings, managing and appropriately routing email traffic, arranging travel, handling expense reports, and more. The job will evolve over time, but will always have a significant administrative component. This is a great learning opportunity to grow with an innovative organization.

Key Responsibilities

Help the President use her time as effectively as possible.

Provide ongoing administrative support for Encore.org’s President, including scheduling meetings, arranging travel, and submitting and tracking expense reports.
Work closely with the Special Assistant who supports Encore.org’s CEO/Founder, with a particular focus on scheduling regular joint meetings and tracking shared or complementary priorities that involve these two organizational leaders.
Assist the President with preparing for external meetings, including providing supportive research and drafting presentation materials.
Support the President with troubleshooting on all technology including Apple OS X, Apple Mail, PowerPoint, Gmail, Google Plus, and Box.com.
Coach the President on the use of major social media platforms.

Manage the New York City office.

Serve as office manager and main point of contact for Encore.org’s New York office, including ordering supplies, arranging for meetings (including meals, space and logistics), and ensuring timely guest access.
Be the primary point of contact for all visitors to Encore.org-NYC, including helping guests with transportation and lodging support.
Serve as local point of contact with WeWork community managers/landlords.
Serve as the liaison between the New York office and the San Francisco office, particularly with the Operations and Finance team.

Support effective meetings of the Board of Directors and the Leadership Team.

Handle logistics for board meetings, serve on internal team to prepare board meeting materials, and support senior managers preparing for meetings with the board.
Schedule and support regular internal meetings among members of the organization’s leadership team, as needed.
Regularly update internal management metrics and dashboards.

Help out where you’re needed.

Act as an internal resource and liaison for various operational needs as requested, including researching issues related to technology, insurance, information security, general office administration and select programmatic issues.
Support other team members or projects at the President’s request.


Above all, the Special Assistant must be a fast and eager learner who thrives on helping others succeed. We are looking for a team player with a “no job too small” attitude who is hard working, collegial, fun and collaborative.

In addition, the ideal applicant will demonstrate:

A strong commitment to Encore.org’s mission and goals.
A high level of emotional intelligence and people skills.
Demonstrated capacity for discretion and for handling confidential information with care.
Proven experience managing a diverse portfolio of responsibilities with competing deadlines.
Excellent project management abilities, including creating timelines, budgets, and reports.
A high level of proficiency with multiple types of technology, including word processing, spreadsheets, presentation software, and familiarity and comfort with knowledge management systems and data bases. Facility with Mac technology is critically important for this role; PC facility is a plus.
Outstanding written and verbal communication skills. Demonstrated capacity to produce business correspondence, program plans, status reports, responses to request for information and input, and other documents and electronic communications.
Ability to develop relationships and credibility with internal and external stakeholders.
Ability to work independently, manage his/her own work, and self-correct.
Comfort and experience with managing up, collaborating with peers, and working with colleagues remotely and in different time zones.
Creative problem-solver with the capacity to negotiate solutions and reach consensus.
Facility and interest in social media and other online communication tools.
Rigorous, almost obsessive, attention to detail.
Flexibility to manage changing priorities in a fast-paced environment.

A college degree is required, with a minimum of 5 years of work experience that shows increasing operational responsibilities and a proven success record. Experience in both nonprofit and corporate environments would be a plus.

Please send your resume in Word or PDF format along with a cover letter describing your interest, qualifications and salary expectations. Cover letters will be judged as writing samples; therefore, no application will be considered without a cover letter.

Cover letters should include a clear response to these two questions:

What makes you a great person to support a busy executive in a bi-coastal organization?
What learning and growth opportunities do you think this role offers you?

Please send your resume and letter as one document to NYCSASearch@Encore.org. Mention the Special Assistant position in your subject line, and name your attachment with the format: Last Name NYCSASearch2015. (For instance, Jones NYCSASearch2015.) Applications that do not follow this format may not be reviewed.