Special Assistant

About the Institute for Policy Studies (IPS)

IPS is a progressive organization dedicated to building a more equitable, ecologically sustainable, and peaceful society. In partnership with dynamic social movements, we turn transformative policy ideas into action.

Position Overview:

IPS is looking for an Special Assistant who’s passionate about using their organizational prowess to help the leadership of a progressive nonprofit thrive. As an executive assistant to both the Executive Director (ED) and Deputy Director (DD), you will oversee the administrative, logistical, operational, and communication details for a wide array of these senior leaders’ responsibilities and will be entrusted with sensitive information.

The ideal candidate will be as personable as they are organized. We are seeking an expert relationship builder to liaise with board members, donors, contractors, and staff members with sensitivity, discretion, and good humor. This person will also be experienced at creating organizational systems that remove stress and maximize efficiency. Strong detail and deadline orientation, preservation of confidentiality, and an ability to “manage up” are a must.

The Institute for Policy Studies is a vibrant, multi-issue progressive organization with strong ties to social movements. While this person doesn’t need to be a policy wonk, we are looking for someone who is committed to racial equity and social justice and has 2-5 years of relevant experience. If you have the skills and passion to match our mission, we’d love to hear from you!

Who You Are and the Keys to Success:

• Exceptionally Well-Organized: You are able to account for multiple projects at the same time without letting the details drop through the cracks. You are proactive and will anticipate the needs of the ED, helping him to maximize his time, energy, and network.
• Relationship-Builder: You are an unflappable and flexible connector who can form positive working relationships with a wide range of people. You bring warmth, patience, and curiosity to your interactions and are known as a “great listener.”
• Confidential + Discreet: You will regularly engage with and often serve as the first point of contact for the ED and DD and will maintain professionalism, confidentiality, and discretion in all communication and with respect to the information shared with you by IPS senior leadership and management.
• Systems Builder: You are excited by the opportunity to create and sharpen systems and have a history of improving processes.
• Passion for Progressive Issues: You are a quick learner and have a basic understanding of social movements and/or the progressive foundation landscape.
• Commitment to Racial Equity and Social Justice: You care deeply about advancing racial equity and social justice.

Extra Pluses (These preferred qualifications are not required to succeed in this role):

• Experience with Human Resources activities
• Project Management Experience
• Experience Managing Interns

Position Responsibilities

• Scheduling: Manage Executive Director and Deputy Director’s schedules, coordinating with external stakeholders such as funders, allies, and contractors as well as management and staff. Act as both a gatekeeper and ambassador.
• Support Key HR Processes: Coordinate hiring interviews and manage onboarding processes, review applications, schedule 3-month, 6-month and exit interviews, contribute to recruitment efforts, and draft contracts.
• Fellowship Liaison: Work alongside the Henry A. Wallace Fellowship Program Director to carry out the Henry A. Wallace Fellowship program in the summers. Throughout the year, help build the alumni network and serve as a connection point between alumni, current fellows, and IPS staff.
• Project Coordination and Special Initiatives: Take ownership of special projects and initiatives under the direction of the Executive Director and Deputy Director, to ensure strategic alignment. Champion organizational development efforts to foster growth, efficiency, and long-term success of the organization.
• Facilitate IPS-Guild Relations: Work with the Deputy Director to ensure a healthy, conductive work environment for the staff by serving on the LMC, maintaining CBA commitments, and being a member of the negotiation team.
• Preparation for Commitments: Create memos, meeting agendas, and daily briefing book for Executive Director’s meetings and speaking engagements, including conducting background research to provide needed context when necessary.
• Board Coordination: Serve as a key coordinator and liaison for the Board of Trustees, including scheduling meetings, taking high-level notes, and compiling and creating a centralized system of board resources. Coordinate internal activities to adhere with timelines and contribute to the explanation of board processes to staff and others.
• Manage Funding Communications : Serve as a key holder of ED’s donor communications schedule, supporting ED in maintaining current touchpoints with financial partners and the IPS development team.
• Provide Administrative Assistance for Key Processes: provide administrative assistance for year-end reviews, liaise with contractors, and coordinate payments.
• Other duties and functions as assigned.

If You Joined Us Today, Your Tasks Might Look Like:

• Managing ED and DD’s schedule and providing daily updates to them
• Creating a calendar of communication for donors and prospective donors
• Producing briefings for meetings, including programmatic and fundraising meetings
• Maintaining board information systems, coordinating board meetings, supporting ED communication with members and taking high-level notes
• Supporting Henry A. Wallace Fellowship Program activities
• Calendaring performance reviews for staff members
• Supporting senior leadership in connection with labor relations, collective bargaining and other personnel matters

Reporting and Supervision

This is a full-time position, with the organization closing at 1:00 ET on Fridays. The employee will report to the Executive Director and Deputy Director and is responsible for working collaboratively with all IPS staff, interns and fellows. This position may supervise student interns.