Special Assistant and Board Liaison

Title: Special Assistant and Board Liaison
Reports to: Chief of Staff 
Salary: $60,000-$85,000
Work Schedule: Full-time
Location: Chicago, Atlanta, New York, Washington D.C. or St. Petersburg, FL (open to remote for the right candidate) with up to 10% travel
Date Posted: August 20, 2024

Founded in 1996 by 100 Asian American, Native Hawaiian, and Pacific Islander (AANHPI) women, NAPAWF (National Asian Pacific American Women's Forum) is the only organization dedicated to empowering AANHPI women and girls and gender non-conforming folks to impact policy and drive systemic change in the U.S. NAPAWF is building a movement for social, political, and structural change by building a multilingual, multigenerational membership that encompasses the diversity of the AANHPI community.

Employing a reproductive justice framework, we use organizing, advocacy, and communications strategies to assert full agency over our lives, our families, and our communities. The organization also stands in solidarity with other women of color facing oppression and marginalization. NAPAWF focuses on three core issues employing an intersectional approach that holistically centers the experiences and stories of AANHPI women and girls:
 

• Reproductive Rights and Health
• Economic Justice
• Immigration and Racial Justice

POSITION OVERVIEW 

NAPAWF is seeking a talented, motivated, and passionate professional to join our team as Special Assistant and Board Liaison to the Executive Office. Reporting to the Chief of Staff, the Special Assistant is someone who demonstrates the ability to anticipate needs and changes, whose writing and attention to detail is superb, has strong project management skills, and can work cross-functionally while balancing many different projects. 

LOCATION

The Special Assistant and Board Liaison will be based in their home office in one of the following locations: Chicago, Atlanta, New York, Washington D.C. or St. Petersburg, FL with up to 10% travel. 

KEY RESPONSIBILITIES

Calendar Management and Scheduling 

• Ensure the Executive Director’s time is maximized and aligned with the organization’s priorities by seamlessly handling their calendar, arranging meetings, and coordinating all details of travel and creating comprehensive travel itineraries. 

Board Management

• Plan and execute board meetings to include logistics and materials
• Schedule and manage board committee calendars 
• Work with senior staff to produce board reports and presentations
• Communicate, collaborate effectively, and build relationships with high key stakeholders.

Meeting Preparation 

• Manage and facilitate the Executive Director’s briefing process by monitoring their calendar and working with staff and stakeholders on meeting preparation. 
• Support the Executive Director and Chief of Staff in planning board meetings by assisting with logistical support, preparing board books, and troubleshooting urgent matters. 

Management Assistance 

• Provide management assistance to the Chief of Staff, including project planning and execution, preparation for meetings, agenda setting and coordination, follow-up activities, and overseeing calendar, travel schedule and management of expense reports. 
• Assist the team in drafting, editing, formatting and proofreading memos, presentations, correspondence and other materials. 
• Improve current operations and processes efficiently and allocate resources and time (continuous process improvement). 
• Other duties as requested to meet department and organizational needs. 

QUALIFICATIONS 

• 8-10 years of successfully supporting an executive or organizational leader in a fast paced environment.
• Excellent organization and time-management skills.
• Experience creating presentations, financial spreadsheets, special reports, and agenda material.
• Familiarity with reproductive justice, gender justice, and related topics is a plus. 
• Ability to work independently, prioritize, and multi-task with minimum supervision in a fast paced and demanding environment. Able to successfully work under ambiguity and rapid change. 
• Excellent organizational skills and ability to manage up and across. Detail oriented and flexible with excellent interpersonal skills. 
• Excellent written and verbal communication skills. Intermediate or advanced experience with MS Suite and shared workspace platforms (Google). 
• Able to maintain a high degree of confidentiality and discretion, as a member of a dynamic team. 
• Able to effectively manage difficult or sensitive situations. Courteous and professional manner and ability to maintain a calm and professional manner under pressure and with constantly shifting priorities. 
• Multicultural sensitivity, with a strong commitment to diversity, equity, inclusion and belonging. 
• Strong support of and alignment with NAPAWF’s mission and vision.
• Occasional travel required (up to 10%) and occasional evening/weekend hours, external facing events, and supporting other staff as needed. 

The annual salary range for this position is $60,000-$85,000 - salary commensurate with experience. 

A highly competitive benefits package includes a 401(k) plan, medical, dental, and vision insurance. NAPAWF covers all premiums and all out-of-pocket in-network expenses through a Health Reimbursement Account (including co-pays, deductibles, and coinsurances) - qualified dependents may also be covered. Coverage for employees and eligible dependents starts on day one. 

NAPAWF also offers full-time employees 15 days of vacation in the first year, sick leave, flexible spending program options and personal/family leave, as well as paid vacation between December 25 and January 1 of each year. 


WORK ENVIRONMENT
NAPAWF is committed to public health, and to the safety and well being of our colleagues and visitors.  As such we have adopted a policy requiring all employees to receive all recommended COVID-19 vaccines and boosters or to apply for and receive an exemption. 

NAPAWF is an equal opportunity employer. We strongly encourage and seek applications from women, people of color, including bilingual and bicultural individuals, as well as members of the lesbian, gay, bisexual, and transgender communities. Applicants shall not be discriminated against because of race, religion, sex, national origin, ethnicity, age, disability, political affiliation, sexual orientation, gender identity, color, marital status, medical condition (cancer-related) or conditions Acquired Immune Deficiency Syndrome (AIDS) and AIDS-related conditions (ARC). Reasonable accommodation will be made so that qualified disabled applicants may participate in the application process. Please advise in writing of special needs at the time of application.