Jul 30, 2019

Special Projects Assistant

  • City Year
  • Washington, DC, USA
Full-time Administrative Operations and Facilities Customer Success

Job Description

City Year Washington, DC is seeking a dynamic, creative, and detail-oriented Special Projects Assistant who will report to the Vice President & Executive Director and primarily support the day-to-day operation of the Office of the Executive Director and special projects for the Executive Director and senior management team.


Executive Assistant Responsibilities (50%)

  • Provide excellent administrative support to the Executive Director (ED). This includes, but is not limited to, efficiently maintaining calendars, scheduling meetings and conference calls, arranging travel, writing meeting minutes, reviewing mail, and preparing presentations and speaking points for ED on an array of topics for a breadth of constituencies.
  • Anticipate the logistical and informational needs of the ED to ensure they are well prepared for meetings, presentations, and events. Plan and prepare for internal and external meeting needs hosted by the ED; reserve meeting rooms, arrange for appropriate Information Technology Services support, inform appropriate staff members of visitors in advance, arrange for meeting refreshments, welcome and escort visitors, and ensure meeting rooms are left in exceptional condition.
  • Assist with special projects by conducting research, collecting and analyzing data, drafting reports and preparing presentations for internal and external stakeholders.
  • Prioritize agenda and schedule of the Executive Director and manage work flow of the Executive Office and provide the appropriate support to ensure the ED is operating efficiently and effectively.
  • Understand City Year policies and procedures necessary to ensure appropriate decision-making protocols are followed.
  • Support ED’s management of the senior management team, including scheduling group and one-on-one meetings, creating agendas for weekly meetings, and tracking tasks.
  • Manage contact and fundraising database for ED with regular data input.
  • Prepare documents and presentations with an effective paper and electronic filing system. Draft and finalize documents and presentations for meetings and events using Microsoft Word, Excel, and/or PowerPoint. Work with different departments and staff members to make certain the messaging in the documents/presentations is accurate for the intended audiences. This includes drafting letters of correspondence to various stakeholders, potential champions, and internal staff.
  • Prepare and submit ED’s expense reports regularly and according to City Year policies.
  • Monitor local education news and stakeholder social media to keep ED abreast of pertinent news.

Board Management 25%

  • Manage production, collection, edition, and distribution of board meeting materials. Oversee all logistical aspects of quarterly board meetings/retreats, maintain accurate and complete files on meetings, committees, and members.
  • Create systems for and manage key board projects related to recruitment of new members, on-boarding of new members, annual review of all members, term renewals, etc.
  • Communicate with board members and assistants regularly.
  • Take minutes for board meetings and committee meetings and manage action items and follow-up.

Project Management (20%)

  • Complete Executive projects. Support the initiatives and responsibilities of the ED by completing special projects throughout the year, as identified and requested by the ED including but not limited to:
    • Progress monitoring and support for the Site Advancement Plan.
    • Drafting, updating, and managing annual calendar to align ED work and priorities with overall site goals.
    • Management of AmeriCorps Member engagement with ED and senior management team in collaboration with Learning and Development team.

Organizational Initiatives & Site Support (5%)

  • Engage in structured discussions and trainings on diversity, inclusion, equity and belonging aimed at developing stronger cultural competency, both individually and collectively as a site
  • Partner with City Year Washington, DC departments and staff to ensure that site-wide goals are met, including, but not limited to, the AmeriCorps member applicant interview process, stakeholder engagement, event and service day participation, and cross-departmental committees
  • Attend whole site events like Opening Day, MLK Day, Women’s Leadership Event, Graduation, Basic Training Academy, and other site-wide designated events.
  • Coordinate travel arrangements for ED and other staff members for National Executive Leadership Conferences, Superchargers, Retreats, etc. 


  • Proven success operating in ambiguous and changing environments with the demonstrated ability to manage and prioritize projects.
  • Strong critical thinking skills, the ability to solve problems and see projects through start-to-finish.
  • Exceptional organizational skills and attention to detail.
  • Promptness, flexibility and a willingness to learn.
  • Excellent written and verbal communication skills.
  • Commitment to quality work.
  • Capable of working individually and on a team.
  • City Year and AmeriCorps alumni are encouraged to apply.
  • Experience using Salesforce, or other database applications.

Compensation and Benefits

Full time employees are entitled to compensation commensurate with experience. Benefits for full time employees include health insurance with Flexible Spending Account, paid vacation, holidays, parental leave, 401K, and more.

City Year is an Equal Opportunity Employer, committed to a diverse workforce. Individuals from all backgrounds are encouraged to apply, including persons with disabilities and veterans.

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