iMentor is seeking a Special Assistant to the Regional Office to ensure the Regional Office is equipped with the time, key information, and ongoing support needed to lead iMentor’s regions. By providing critical administrative support to the Chief Regional Officer and Managing Director of New Site Development, the Special Assistant enables the Regional Office and iMentor to move more efficiently and effectively toward reaching their ambitious goals. Reporting to the Associate Director, Regional Office, the Special Assistant to the Regional Office will collaborate across the organization to manage calendars, meeting preparation, travel logistics, and special projects for the Regional Office. This is an exciting opportunity to see how an Executive-level Office functions at a high-impact nonprofit, to learn about strategy development, and to gain insight into the landscape of education reform and college success.

The ideal candidate will have a passion for supporting organizational leaders to do their best work, superb organization skills, a “can do” approach when it comes to tackling challenges, and can adapt to a variety of working styles.

Responsibilities

Scheduling & Calendaring

• Maintain Chief Regional Officer’s complex schedule including day-to-day and long-term management of meetings, projects, travel and priorities; provide daily briefings

• Serve as an ambassador for iMentor, creating an excellent first impression of the organization as the first point of contact for a wide variety of high-level relationships between CRO and outside contacts

• Ensure CRO is prepared for upcoming meetings by providing daily briefings, gathering materials necessary for each meeting, and developing agendas as needed and allocating time to accomplish necessary tasks and desk work

Meeting Preparation & Research

• Research external meeting attendees to create detailed memos for use by CRO and other iMentor representatives

• Take on additional research and projects as determined by CRO

Special Projects

• Participate in iMentor committees and workgroups (e.g. Diversity & Inclusion, Values, etc.)

• High level project planning and coordination with external entities for conference presentations and speaking engagements

• Participate in the planning for the CRO’s role in major iMentor fundraising events

• Scope out and manage special projects as needed by the CRO

• Support iMentor organization-wide initiatives, requiring occasional evening and/or weekend events

Development Liaison & Salesforce

• Work closely with the development team to collaborate on development-related opportunities for the CRO

• Maintain CRO-related Salesforce items included entering meeting notes and contacts into Salesforce and ensuring these are updated with new information

Administrative Support

• Assist in planning domestic and international travel, including researching air and ground transportation and ensuring that the Regional Office’s travel is both cost and time efficient

• Provide administrative support to Managing Director of New Site Development (prospect and meeting prep research, scheduling)

• Coordinate logistics, provide advance materials, and execute follow up for meetings,

• Track and submit monthly credit card expenses to the Finance department

• Handle phone, email and postal mail inquiries and respond appropriately

Qualifications

• 5 years + of office experience; preference for experience in nonprofit management, higher education, legal or business fields

• Proven organization and time management skills to complete a high volume of varied responsibilities in a fast-paced setting and deadline-driven environment

• Meticulous about details and follow up; subscribes to the belief that no task is too big or too small

• Excellent relationship builder; able to communicate with firmness and warmth, and to demonstrate a high level of tact, discretion, humility, and diplomacy with all internal and external stakeholders. Must also demonstrate ability to maintain confidential/sensitive information

• Superb communication skills (oral and written) with a confident, concise, clear and compelling style

• Skilled in all aspects of planning and project management, able to take an idea from concept to completion

• Self-directed and able to work independently; resourceful, strategic problem-solving ability with a positive attitude and a sense of humor

• Flexible and adaptable; open to change, learning, and improvement

• Nonprofit experience or interest in working for a nonprofit preferred

• Aligned in thought and action with iMentor's values (http://www.imentor.org/values)

• Views differences between individuals (race, gender, age, cultural heritage, physical ability, education and lifestyle) as an asset and demonstrates an appreciation of the diversity within iMentor

• Bachelor’s degree required

• Employment is contingent upon the completion of a satisfactory fingerprinting and criminal background check, conducted by the Division of Human Resources at the New York City Department of Education

Compensation & Benefits

• Salary commensurate with experience

• Up to 100% employer funded comprehensive medical and dental coverage

• 18 days paid annual vacation and 13 paid holidays + most iMentor functions closed between Christmas and New Year’s Day

• 401K match up to 4%

• Significant opportunities for professional development and growth