Special Assistant to the President and CEO

Job Type
Full-time
Description
JOB TITLE: Special Assistant to the Presidentand CEO
REPORTS TO:President and CEO
POSITION SUMMARY
Houston Endowment seeks a Special Assistant to support the President and CEO (the "President") with handling and coordinating a variety of priorities, projects, meetings, and tasks, both strategic and tactical, working with key stakeholders, ensuring advance planning, and executing on key deliverables. We seek someone who feels comfortable "behind the scenes" supporting the President and thrives on helping others be successful and achieve results.
KEY RESPONSIBILITIES
Coordinate Board meeting preparation and logistics

• Plan Board calendar, agenda, and cadence of meeting topics in sync with cadence of other organization meetings
• Serves as "hub" and liaison with operational directors and executives across HEI for Board content, process, and execution; ensure clear ownership of work/organizational priorities
• Track all documents and coordinate materials, ensuring time flow of information to / from the President's office; apply critical review and analysis of materials prior to the President's review
• Manage process; calendar due dates for content and review cycles
• As requested, draft materials and reports for the Board in collaboration with the Executive and Program teams

Coordinate Leadership team meetings

• Proactively plan agendas with the right mix of aspirational, educational, and tactical topics, and support directors and executives to prepare materials for meetings to support clear decision-making

Create clear objectives for each topic; clarify desired outcomes (e.g., decision, education, gather feedback, etc.); ensures follow-up / action items are executed. Understand, interpret, and assist in carrying out the President's vision and strategic priorities
Manage organizational goals and priorities process

• Clearly define the process to create, manage, and measure goals and priorities
• Co-lead as neutral owner of the annual process
• Design and test process with input from broad set of leaders

Manage operations of the President's office

• Strategically manage the President's time by working with the Executive Assistant, assessing the President's external opportunities against priorities. Ensure calendars and schedules are aligned. Encourage efficiency by analyzing and prioritizing the flow of information.
• Keep the President apprised of key events and developments, both internally and externally, maintaining confidentiality and exercising discretion
• Manage projects, as requested by the President; provide background, research, analysis, and recommendations
• In close coordination with the Executive Assistant, lead planning and execution of major Office of the President events

Prepare President for meetings, speeches, and external engagements

• Track details and manage President's preparation for meetings, speeches, and external engagements
• Coordinate with the Communications Director to prepare for speeches and external engagements; pull information and reports as needed to inform content
• Draft and handle emails, reports, presentations, and written and oral communications, both internal and external, with finesse and diplomacy

Support Internal Communications and Internal Operations

• Work closely with teams across the organization (i.e. admin, events, building operations, and program) to ensure effective flow of information in daily operations
• Lead development of key internal communications, including Town Hall agendas and weekly building communications

Requirements
DESIRED QUALIFICATIONS

• A Bachelor's degree in a related field; advanced degree preferred
• A minimum of five years of experience in a related cross-functional or related role, ideally working with a senior level leadership team; a minimum of seven years of work experience preferred
• Experience with PowerPoint, Word, Excel, Adobe, and office collaboration/project management software (e.g., Asana)
• Experience managing long- and short-term projects and processes involving numerous diverse stakeholders
• Familiarity with the nonprofit, philanthropic, or foundation sector a plus

VALUES
We believe it is both an honor and a great responsibility to work for Houston Endowment, so we are committed to our values and seek colleagues who share our commitment.
High Performing: We bring our best every day so we:

• Hold high standards and drive for excellence
• Challenge ourselves and show determination in pursuit of our collective goals
• Pursue continuous improvement, even when we have achieved our intended outcomes
• Stay curious to do our best work

Courageous: We know bold action matters so we:

• Hold an audacious vision for what we can accomplish together
• Work proactively, take risks, and make difficult choices when necessary
• Choose optimism, show resilience, and stay engaged in challenging situations

Committed: We care deeply about the organization so we:

• Prioritize and commit to the mission of the organization
• Seek and act on feedback on our work, and devote energy to our own development to be at the top of our field
• Gather diverse perspectives and expertise in service of better results

Connected: We care deeply about each other so we:

• Build relationships with one another to create a highly effective team
• Start with trust, assume others have good intentions, and practice generosity of spirit
• Address issues directly to resolve conflict or misunderstanding
• Embrace inclusion and adapt as appropriate when partnering with others