About the Position

Prime Coalition is seeking a Manager of the Executive Office. This is an exciting opportunity to provide hands-on support across the leadership team and serve as the “right hand” of the Executive Director. This person will have the responsibility of supporting the Executive Director and the Leadership Team, managing projects from start to finish, and acting as liaison with the Board of Directors.

The Manager of the Executive Office will assist with a range of operational tasks, ensuring that the Executive Director and Prime senior leadership team can focus on strategic priorities. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, exceptional organizational skills, the ability to translate across varying functional internal and external stakeholders, and the ability to maintain a realistic balance among multiple priorities. This individual must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. The ideal candidate for this job is resourceful, organized, trustworthy, and can solve problems while working independently. This role is for someone who enjoys working with creative, adventurous people and wants to help keep them organized and moving in the right direction.

Application Deadline: January 12

Administrative Support 60%

• Provide comprehensive administrative support to the Executive Director including; managing complex scheduling and calendar coordination, and reviewing the calendar against strategic priorities.
• Work collaboratively with all members of senior leadership to plan complex meetings that involve one or more members of the senior leadership team.
• Read, organize, and prioritize the Executive Director’s email inbox; maintain a high level of professionalism with external stakeholders and utmost discretion when directing inquiries away from the Executive Director to help better manage their calendar and workflow.
• Assist in the preparation for presentations, public speaking, fundraising meetings, donor stewardship meetings, and other required materials for meetings and external engagements in close collaboration with Prime’s communications team and technical leads. 
• Assist in coordinating the agenda and content planning of senior leadership team meetings.

Project Management 25%

• Track action items assigned by and to the senior leadership team in Asana; proactively research ways to resolve any action items; hold teammates and other stakeholders accountable for known action items that need to be completed.
• Provide project management support ensuring deadlines are met and coordinating across departments to keep all related team members informed and up to date on key information. 
• Manage special cross-team working groups and initiatives as assigned, demonstrating adaptability and resourcefulness.
• During planned leaves for members of the senior leadership team, serve as lead project manager, checking in with all functional team members and deciding what needs to be reported back to senior leadership.
• During unplanned leaves for members of senior leadership team, step in to manage content and content connections across org-wide priorities, lead an exercise among senior leadership to contemplate scaling back, and support Director of Finance & Ops in her interim supervisory responsibilities.

Board Support and Liaison 15%

• Serves as the Executive Director’s administrative liaison to Prime’s Board of Directors, making sure Board stewardship is happening assertively and mindful of cross-functional staff deadlines.
• Provide support to the Board of Directors, including but not limited to: scheduling, preparing for, and attending board and committee meetings; track action items and follow up accordingly; record and distribute accurate and appropriately detailed meeting minutes; handle all meeting logistics in partnership with the leadership team.
• Assist in the recruitment and onboarding of new board members including maintaining recruitment documents and board candidate applications, scheduling and observing onboarding meetings with key staff and board members, and preparing emails and supporting reference documents for onboarding.
• Gather and analyze data regarding gaps in skills, experiences, and qualifications for the Board and Board committees.
• Maintain accurate board records, including board roster, committee roster, and board member terms and agreements.

Shared Expectations

• A commitment to Prime’s mission and values
• Assertive ally for racial equity, diversity, and inclusion
• Active participant in diversity, equity, inclusion, and belonging training  
• Collaborative with a sense of humility  
• Intrinsic, driving motivation to mitigate climate change
• Self-motivation and flexibility 
• Willingness to be a productive member of a team, respecting differences while working toward shared goals

Qualifications 

Education & Experience 

• Bachelor’s degree with at least 5+ years of work experience
• Demonstrated experience supporting leadership teams
• Experience being the lead on organizational and project workstreams
• Experience with meeting coordination for the leadership team and board of directors
• Proven ability to work in fast-paced environments
• Proven ability to work across IT platforms (Asana, GSuite, Slack, Zoom, etc) 
• Proven ability to work across functional business units
• Experience working at a nonprofit and/or investment firm preferred
• Knowledge of impact investing or with philanthropic entities preferred
• Experience staffing governing or advisory boards preferred
• Experience managing 3rd party contractors preferred
• Experience leading events preferred

Core Skills  

• Exceptionally organized, detail-oriented, and strong time management skills
• Ability to complete high-quality work independently with minimal guidance
• Self-starter and action-oriented
• Proactive and resourceful with a positive attitude
• Exceptional writing and verbal communication skills 
• Strong project management skills and ability to prioritize 
• Ability to maintain the utmost level of confidentiality

Not sure you meet 100% of our qualifications? Research shows that men apply for jobs when they meet an average of 60% of the criteria. Yet, women and other people who are systematically marginalized tend to only apply if they meet every requirement. If you believe that you could excel in this role, we encourage you to apply. We are dedicated to considering a broad array of candidates, including those with diverse workplace experiences and backgrounds. Whether you’re new to the field, returning to work after a gap in employment, simply looking to transition, or taking the next step in your career path, we will be glad to have you on our radar. Please use your cover letter to tell us about your interest and what you hope to bring to this role.