Job Description

Assistant to the Chief Officer, Finance and Talent

Reports To: Chief Officer, Finance and Talent

Location: Home Based Office (US)

Status: Full time; Non-Exempt

Entry Level Salary: $50,000

Facing History and Ourselves is a global education non-profit organization that challenges teachers and students to use lessons of history to stand up to bigotry and hate.

This Assistant position is an entry-level support role that will provide direct support to the Chief Officer, Finance and Talent and will frequently represent her and the organization as a whole through verbal and written communication with staff, leadership, board members, major donors, and the public. This is an excellent and exciting opportunity to learn about a non profit from a high level perspective!

Who you are:

You are an organized, calm, proactive, dedicated, intuitive, thoughtful, and accurate individual. You are solution-oriented and excel at juggling multiple priorities. You feel successful when others around you are successful, too. You are communicative and collaborative; you bring tact, diplomacy, and persistence to the workplace. Managing the calendar and priorities of the Chief Officer will require you to anticipate her needs and build relationships with others across the organization, while appropriately negotiating, prioritizing, and protecting the needs of the Finance team.

You will manage a full stream of communications coming both in and out of this office, and will play a crucial role in building and sustaining strong partnerships and collaborations throughout the organization and the broader community. You are proficient at taking notes and minutes, culling action items from meetings and following up on those items. You bring an upbeat, can-do attitude, a passion for learning and growth, and a desire to help build community within the team and the organization.

Who We Are: We are a collaborative and flexible team who provide support to each other when needed. We are customer focused and appreciate our role in supporting the work and mission of Facing History and Ourselves. We are able to pivot and adapt to changes and are good natured in our approach to shifting priorities. We value the strengths we each bring to our team. We deal with complex and confidential issues, and work to maintain professionalism and a good sense of humor, too.

You Will:

• Manage the calendar for the Chief Officer, paying close attention to her daily schedule as well as monitoring her future schedule to ensure that meetings are re-prioritized as needed, and that she is prepared for all upcoming events and meetings

• Manage emails and inbox of the Chief Officer. Elevate immediate needs and respond to less critical items on behalf of the Chief Officer.

• Oversee task list and ensure timely completion of deadline oriented tasks.

• Communicate in a kind, professional, and timely manner with internal and external stakeholders regarding scheduling and schedule changes, meeting prep and planning, prioritization of tasks, and understanding and managing expectations and deliverables expected from the Chief Officer.

• Attend meetings, take notes, and manage pre-meeting and follow-up as needed

• Draft memos, emails, and other communications for the Chief Officer

• Manage administrative tasks including but not limited to: requests for Certificates of Insurance, requests for lawyer review of contracts, obtaining signatures for contracts and grant agreements

• Create Trello boards and project charts with timelines, deadlines, and responsibilities to support projects managed by the Chief Officer

Essential Skills, Qualifications and Competencies:

Facing History understands that restrictive job requirements may exclude historically marginalized groups from applying to jobs for which they are qualified. We take an equitable and holistic screening approach. If you feel you have demonstrated experience and expertise relevant to perform this role, please don’t hesitate to apply!

• BA/BS or equivalent work experience

• Relevant work-study, internship, or professional experience, ideally involving project coordination in a nonprofit context

• Understands and embraces the critical role administrative coordination and support plays in the success of senior staff and the organization as a whole

• Demonstrated ability to manage multiple priorities, projects, and tasks

• Proactive self-starter; strong attention to detail; experience working in a busy environment a plus

• Solutions focused individual who is comfortable asking questions, searching for answers, and gaining clarity when needed

• Strong problem-solving skills

• Experience and comfort level working with multiple leadership styles; ability to “manage up” when needed

• Interest in and ability to articulate the mission of Facing History and Ourselves

• Excellent communication, listening, and organizational skills; sense of humor is a plus

• Excellent computer skills, including experience with the Google suite; experience with Salesforce or CRM databases a plus

• Excellent judgment and ability to anticipate and quickly prioritize; demonstrated experience taking initiative and being proactive; confident and unflappable.

• Ability to work independently and as a member of a team

Benefits Summary: In addition to meaningful and rewarding work, Facing History provides an excellent and competitive compensation and benefits package including medical with a health reimbursement account, dental, vision, life & AD&D, long-term & short-term disability insurance, 403(b) retirement plan with a discretionary organizational contribution, generous paid time off, an employee assistance program, travel assistance plan, pre-tax commuter spending accounts, flexible spending accounts, voluntary Colonial Life group plans, robust wellness programs through Welnys TV, aHealthyMe & weekly virtual yoga and meditation, WellCents 403(b) advisement, and a friendly hybrid work environment.

Facing History values a diverse workforce and an inclusive culture. We encourage applications from all qualified individuals without regard to race, color, religion, gender, sexual orientation, gender identity or expression, age, national origin, marital status, citizenship, disability, veteran status and record of arrest or conviction, or any other characteristic protected by applicable law. We are an Equal Employment Opportunity Employer.

Facing History’s Commitment to Diversity, Equity and Inclusion. At Facing History, we honor and value the uniqueness of each and every human being. Our strength as an organization that provides and distributes educational content and pedagogy to teachers across the globe is directly tied to our diversity of staff, leadership, educators, students, scholars, and volunteers. Our commitment is to treat individuals with dignity and to build and maintain a community of full participation, inclusive of the voices, needs, and contributions of all. As an organization, we are deeply aware of the legacies of injustices that persist in society and in the workplace, and we value and promote diversity, equity, and inclusion in their association with excellence.

Hybrid Work Model: Beginning in July 2022, Facing History and Ourselves transitioned to a hybrid work model allowing staff flexibility in both schedules and work locations. This particular position is attached to the Headquarters office and will work from home. Some travel will be required.

Covid Protocol at Facing History: At Facing History and Ourselves, we require all employees to be fully vaccinated against COVID-19 including any boosters required to be “up-to-date” per current CDC guidelines. All new employees must provide proof of vaccination on their first day of employment. Requests for medical or religious exemptions should be directed to our Sr. Director, Human Resources.

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