Special Assistant, Executive Office

Position description

PEN America, a nonprofit organization working at the intersection of literature and human rights, seeks a highly organized, proactive, and efficient special assistant to support the office of the Chief Executive Officer. This position offers a significant opportunity for high levels of responsibility in a dynamic administrative role that touches on all areas of PEN America’s activities. The successful candidate will be ready to become immersed in the work of a leading global human rights and literary organization with an ambitious agenda to heighten its impact. This is a full-time position based at PEN America’s New York City headquarters and reports to the senior manager, board relations and executive office.

The role liaises with all members of staff, as well as external supporters and counterpart organizations. Key duties include preparing meetings, maintaining schedules, drafting and reviewing correspondence, reports, and presentations, minuting meetings and carrying out follow-up actions, arranging travel, and handling expense reconciliation. The special assistant will also work in tandem with staff across the organization to assist with events and special initiatives.

A right-hand person to the office of the CEO, the special assistant will have the opportunity to make an important difference in a fast-paced environment in a mission-driven organization, coming in contact with leading human rights advocates, eminent authors and others from the literary community, and notable representatives of the nonprofit and public interest sectors. For a high-capacity individual with exceptional initiative, problem-solving skills, and a willingness to take on new challenges, the position offers opportunities for professional advancement within nonprofit operations and management.

During an interim period at the onset of this role, the special assistant will cover Board Liaison duties, serving as the primary administrative and logistics staff person supporting the PEN America Board of Trustees and its various Committees. The Board is made up of prominent writers, philanthropists, and nonprofit and business professionals. Responsibilities include facilitating Board decision-making processes, including the handling of sensitive matters, as well as other Board activities, and ensuring documentation of outcomes, playing a major role in ensuring the Board complies with best practices and governing policies and rules. They will ensure that required actions happen in a timely manner and key information is communicated between and among the Board, its Committees and members, and the Interim Co-Chief Executive Officers and other key executive officers.

Beyond administrative work, the role requires a strategic focus and the exercise of considerable discretion and independent judgment in the performance of their duties.

All positions are subject to a six-month trial period and assessment. In alignment with PEN America’s current policy, all applicants should be available to report to the office at least three days per week. This policy is subject to change. Candidates should be available to report to the office five days per week, if needed.

RESPONSIBILITIES:

Special Assistant, Executive Office:

• Prepare meetings for the Interim Co-CEOs, including managing calendars, scheduling, and coordinating travel
• Monitor the Interim Co-CEOs inboxes daily, including drafting correspondence to ensure timely responses and directing communications to appropriate channels
• Liaise across the executive leadership team to facilitate activities and organizational priorities, tracking action items to ensure priority projects are progressing
• Support communications, meetings, and other interactions involving the executive office, senior leaders, and the wider staff
• Conduct research, develop and review reports and presentations, and draft content to prepare for meetings and speaking engagements, as needed
• Assist the senior manager with supporting the Board of Trustees, including in scheduling and planning meetings and events, developing informational materials, maintaining minutes and other records, and engaging Trustees in other PEN America activities
• Maintain comprehensive and readily accessible files
• Engage with and cultivate the participation of writers, donors, public programming participants, and other supporters in PEN America, as needed
• Other duties as assigned in this capacity

Temporary Board Liaison Coverage:

• In close coordination with the senior manager, support relations with the Board of Trustees, serving as the primary point of contact for all Trustees and for Board-related matters
• Schedule Board and Committee meetings, and other engagements in close coordination with the schedules of the CEO and other senior executives
• Plan and execute logistics of all Board of Trustees meetings and affiliated activities throughout the year, including venue, and, as needed – security, food, entertainment, IT logistics, and travel and lodging for Trustees and participating staff
• Regularly draft Board agendas, presentation decks, reports, and meeting minutes as well as correspondence, including emails, letters, and memos
• Maintain and prepare Board resources and support documents, including the Board Handbook, the Board annual calendar, Board and Committee membership rosters
• Maintain corporate records, including Board meeting minutes, resolutions, contact information, attendance records, and other documents

All PEN America staff are considered to be stakeholders in the development of our shared organization. As such, staff play a role in varied activities within the workplace as part of their job responsibilities. These may include committees or task forces to work on office issues, diversity and inclusion, strategy projects, training, or other initiatives.

QUALIFICATIONS:

• Bachelor’s degree with demonstrated academic achievement
• Minimum of one year of experience in a fast-paced assistant role supporting senior leadership, either in a business or nonprofit setting
• Excellent writing, editing, and communication skills, with the ability to draft complex and thoughtful correspondence
• Strong analytical skills and adept at problem-solving
• Exacting attention to detail with the capacity to track and systematize information
• Exceptional organizational, multi-tasking, and time-management skills with the ability to work quickly and accurately under pressure
• Strong interpersonal skills and ability to effectively facilitate communication between leadership and a growing staff
• High degree of professionalism, integrity, and discretion with the capacity to maintain confidentiality and discretion
• Facility with meeting technology, preparation and hosting
• Commitment to PEN America’s mission, centered on the celebration and defense of free expression for all. Willingness to defend the right to engage in speech that may be offensive and discomfiting and that reflects a wide range of political opinions and ideologies. PEN America promotes open and respectful dialogue across difference, and we work to allow a diversity of perspectives to flourish.
• Commitment to PEN America’s advocacy and support for writers, artists and their allies around the world, without regard to the ideology or actions of their country’s government

Salary and Benefits: PEN America offers competitive compensation and full benefits. The salary range for this position is $65k-$75k, commensurate with experience. Candidates whose expectations are outside this range are welcome to apply, as PEN America is open to considering talented individuals at varying stages of their careers. PEN America’s benefits package includes medical, dental, and vision health insurance, paid time off, 10 paid holidays, pre-tax commuter benefits and a 403b retirement plan.

PEN America is an equal opportunity employer that does not discriminate in its hiring practices and is committed to having a workforce that reflects the population that it serves at all levels within the organization.

No phone calls, please.

ABOUT PEN AMERICA:

PEN America stands at the intersection of literature and human rights to protect free expression in the United States and worldwide. We champion the freedom to write, recognizing the power of the word to transform the world. Our mission is to unite writers and their allies to celebrate creative expression and defend the liberties that make it possible.

Benefits

PEN America’s benefits package includes medical, dental, and vision health insurance, paid time off, 10 paid holidays, pre-tax commuter benefits and a 403b retirement plan.

Application instructions

Please submit a complete application (including a cover letter, resume, and unedited writing sample) via BambooHR. Only complete applications will be reviewed, and only shortlisted candidates will be contacted.

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