Posted on: August 19, 2014
Application deadline: September 1, 2014
Posted by: UltraViolet
UltraViolet is an online community of women and men fighting to expand women's rights and combat sexism everywhere—from politics and government to media and pop culture. We're looking for an Executive Assistant to support our Equality & Culture Project in schedule management, presentation preparation, human resources administration, logistics coordination, and other duties as needed.
With over 500,000 members across every state and congressional district, we make our voices heard to further the cause of full equality, empower women, and fight attacks on women's rights. Since our launch in early 2012, millions have spoken out in favor of fair pay, equal representation, and health care, and protested against far-right attempts to control women's health and lives. We've successfully campaigned to have Facebook add the first woman to its corporate board, got over a hundred advertisers to drop the Rush Limbaugh show, pushed Reebok to withdraw its sponsorship of rapper Rick Ross due to his sexually violent lyrics, and forced the architect of the Komen Foundation's decision to defund Planned Parenthood to resign.
Equality at a higher frequency is what we're all about.
The UltraViolet Executive Assistant would work closely with the Campaign Director and staff of UltraViolet's Equality & Culture Project to ensure that the daily operations of the project run smoothly. The person in this position would be charged with ensuring timely and efficient management of the Campaign Director and key staff's schedules, including interactions with donors and foundations, political leaders, and nonprofit allies. The Executive Assistant will manage travel and financial reimbursements, prep background materials for important meetings, assist in logistics arrangements for events, and be a resource to key project staff.
We are a fast-growing, fast-moving organization looking for someone to help keep us on track. If you're comfortable managing up, tracking dozens of minute details simultaneously, and have a passion for women's rights, this is the job for you.
The Executive Assistant will report to the Campaign Director, Equality & Culture Project.
Schedule and arrange meetings and activities for the Campaign Director and key staff
Prepare background materials on upcoming meetings for the Campaign Director as needed
Meeting & Event Logistics:
Coordinate schedules, arrange conference lines, and handle all logistics for in-person meetings on behalf of the Campaign Director and key staff
Coordinate logistics for in person or phone/videoconference meetings among Project staff as necessary
Prepare briefings and documents before meetings as necessary
Coordinate logistics, including vendor contracts, for project events across the country
Handle travel arrangements for the Campaign Director; assist other Project staff with travel arrangements as needed
Manage expense reimbursement requests for the Campaign Director; assist other staff with reimbursement requests as needed
Develop reports and presentations in Microsoft Excel, PowerPoint, and Word as requested
Handle office needs such as printing and mailing documents, purchasing office supplies, and more
The ideal candidate is detail-oriented, comfortable juggling multiple tasks, excited to work in a fast-paced environment, and able to work both independently and take direction. A professional demeanor and comfort interacting with people in positions of power, including partner organizations and donors, is crucial, as is the ability to manage up. Strong writing skills and experience gathering and synthesizing important background information are a must. A sense of humor and ability to work with our small and growing team is a must. Specific qualifications include:
At least two years experience in a role providing administrative support
An extremely detail-oriented nature
A self-starter who can work independently, but who is also able to take direction and run with it
Flexibility, including the ability to provide evening or weekend support as needed
Expertise at Microsoft Office Suite (especially PowerPoint and Excel) as well as Google Documents
A high degree of professionalism and tact, as well as a respect for confidential and sensitive and information
The ability to proactively anticipate needs and plan at a moment's notice
Strong analytical and problem-solving skills
Comfort with a virtual office.
Knowledge about political and cultural issues related to women's issues is a plus
Familiarity with HTML and Photoshop (or similar programs) is a plus