Personal Assistant

Reporting to: Chief Operating Officer
Location: Hybrid
Key purpose: Support to the CEO and Founder
Salary (US): $65,000 – $80,000
Contract: Full-time, permanent role
Closing date: July 30, 2024
Interview date: July 31, 2024

About CCDH
At CCDH, our goal is to have an online information system that promotes truth, science and democracy. Social media companies have left our communities polarized and harmed by allowing hate and lies to spread on their platforms. They deny the problem, deflect the blame, and delay taking action.

Our world-class research, campaigns and policy advocacy have advanced the case for comprehensive social media reform around the world. You’ll find our work regularly cited by international media, civil society and policymakers in the US, UK and EU.

We are scaling our organization, with ample opportunities to grow our community of support and inspire new partnerships. It’s an exciting time to join our team.

Are you passionate about our mission? Are you organized and a people person? Are you warm, compassionate and a good listener? This might be the role for you! We are looking for a passionate and committed personal assistant to join us. If you have a talent for forging relationships and wish to develop your skills while fighting for a better world, we want to hear from you.

About the Role
The PA to the CEO is responsible for providing high-quality personal assistance support to the Chief Executive Officer and support to the CEO’s office, such as managing small projects on behalf of the Chief Operating Officer. This role requires a proactive and detail-oriented individual with PA experience to a director, senior director/ CEO, demonstrating a high degree of autonomy and highly developed administrative and organizational skills.

The successful candidate will be supported to develop their own skills and expertise. They will join a team that invests in its employees.

About You
The PA to the CEO is responsible for providing comprehensive support to the CEO. This dynamic position requires the ability to anticipate the CEO’s needs, think critically, prioritize, and offer solutions to problems with a high level of professionalism and confidentiality.

You will provide comprehensive support to the CEO and assist with various administrative tasks to ensure efficient operations and excellent service delivery. You’ll play a crucial role in managing schedules, coordinating meetings, handling correspondence, and facilitating travel arrangements, all while promoting sustainability and eco-friendly practices.

We know our work will be at its best if it is created by people with a range of backgrounds and experiences. We are keen to interview people who will add diversity to our team.

Job Responsibilities

• Serve as the primary point of contact for internal and external constituencies on all matters to the CEO, which may include those of a highly confidential or critical nature. Prioritize and determine the appropriate course of action, referral, or response, exercising judgment to reflect the CEO’s style and organization policy.
• Provide sophisticated calendar management for the CEO, ensuring time is appropriately utilized and preserved. Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
• Communication: Handling email correspondence, drafting responses, and managing communication channels to ensure timely and effective interactions with external stakeholders, funders, partners, and team members
• Work with managers and department heads to coordinate the CEO’s outreach activities.
• Identify and follow up on contacts made by the CEO to cultivate ongoing relationships. Invest in building long-lasting relationships, ensuring department heads are kept informed.
• Work closely with the CEO to inform them of upcoming commitments and responsibilities, following up appropriately.
  Anticipate the CEO’s needs in advance of meetings, conferences, etc.
• Perform various administrative tasks that assist the CEO with internal knowledge management and project management requirements. Collect and prepare information for meetings with staff and outside parties; compose and prepare correspondence, maintaining contact lists.
• Ensure the CEO’s logistics and time are well-managed, which may include making travel arrangements.
• Act as a liaison and support the CEO’s work with the Board of Directors. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters. Ensure Board members are kept up-to-date and can reach the CEO when needed.
• Other projects/duties as assigned for the overall benefit of the organization.

Work environment  

• Thrives in a fast-paced environment with great opportunities to learn new skills, and work on exciting projects.
• Able to be a dynamic, highly organized person who thrives managing multiple work strands in a busy environment.
• Ability to work well within a cross-functional team environment and diverse communities.

Person Specification 
Essential

• 2 – 5 years of relevant executive support experience, for example supporting CEO, Executive Director, or executives.
• Strong verbal and written communication skills.
• Exceptional organizational skills and impeccable attention to detail.
• Proficiency in using productivity tools such as Microsoft Office Suite
• High professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners.
• Technical proficiency and problem-solving skills related to organization-wide IT support and troubleshooting.
• Strong ability to work with diversity, equity, and inclusion lenses.
• Makes appropriate, informed decisions regarding priorities and available time.
• Ability to complete many tasks and projects independently and proactively.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Able to maintain high integrity and discretion in handling confidential information.
• Excellent judgment is essential.
• Ability to multitask efficiently.

Desirable

• Nonprofit experience
• Events management
• CRM management
• Budgeting

Compensation Package
The salary range is $65,000 – $80,000

We provide a flexible, hybrid working environment at CCDH. You will be required to work from the Washington office at least twice weekly as we build the team. We are very flexible with our employees and ensure your wellbeing, health and safety are our priority.

You will be entitled to 20 days of annual leave plus US public holidays. Other benefits include:

• Flexible working options: hybrid and flexible working from Washington, DC
• Flexible training budget and development opportunities
• 401k
• Mental health support
• Sick leave and pay
• Health and dental insurance
• Office closure between Christmas and New Year

Please note that the successful candidate must be authorized to work in the US by the start of their employment.