Special Assistant to the CEO

Job Description

Job Description

Description:

About Programs for Parents

Since 1984, Programs for Parents (PfP) has served as Essex County's Child Care Resource and Referral agency, helping families access quality child care, administer child care assistance programs, and strengthen the early childhood workforce through training, coaching, advocacy, and strategic partnerships. Our work impacts thousands of children and families each year.

Why This Role Matters

The Director of Executive Operations serves as the CEO's strategic operational partner, ensuring that executive priorities are translated into action. This role creates structure, accountability, and momentum across the organization by integrating executive operations, strategic initiatives, governance, project management, and process improvement.

The Opportunity

This position combines executive operations, project leadership, Board governance, organizational effectiveness, funding support, and executive communications into one high-impact leadership role. The Director partners closely with the CEO and Executive Team to improve organizational performance and ensure strategic priorities are executed efficiently.

Compensation & Benefits

We believe that the people who support our mission deserve support too. That’s why we prioritize employee well-being with competitive salaries and benefits. This is a full-time, exempt position with an anticipated salary range of $85,000–$88,000, commensurate with experience. Programs for Parents offers a comprehensive benefits package including:

• Medical, Dental, and Vision coverage
• 403(b) retirement with matching
• Life Insurance and Long-term Care Insurance
• Generous paid time off- vacation, sick, personal, and self-care days
• Employee Assistance Program
• Parking and Transportation benefits

Executive Operations

• Manage executive priorities, calendars, meetings, and organizational follow-through.
• Prepare executive briefings, presentations, reports, correspondence, and Board materials.
• Track CEO commitments, organizational priorities, and critical deadlines.
• Serve as liaison between the CEO, Executive Team, Board members, and external stakeholders.

Strategic Initiatives & Project Management

• Lead CEO-directed initiatives from planning through implementation.
• Develop project plans, dashboards, KPIs, and implementation timelines.
• Coordinate cross-functional projects and monitor risks and progress.

Board Governance

• Coordinate Board and committee meetings, annual retreats, and governance activities.
• Prepare agendas, CEO reports, resolutions, and meeting materials.
• Track Board decisions and action items.

Funding Development & Government Relations

• Research funding opportunities aligned with strategic priorities.
• Assist with grant proposals, contracts, reporting, and compliance.

Organizational Effectiveness

• Evaluate workflows and recommend process improvements.
• Design SOPs, templates, dashboards, and tracking systems.
• Leverage AI and technology to improve efficiency.
• Support the implementation of organizational initiatives and new systems.

Core Competencies

• Executive presence
• Strategic thinking
• Project leadership
• Organizational agility
• Political savvy
• Confidentiality
• Relationship management
• Change management
• Written and verbal communication
• Problem solving
• Attention to detail

Qualifications

• Bachelor's degree required. Master’s degree preferred.
• Five or more years of progressively responsible experience in executive operations, project management, organizational leadership, executive support, or strategic initiatives.
• Exceptional organizational, writing, communication, and analytical skills.
• Experience supporting executives within nonprofit, government-funded, or compliance-driven organizations preferred.
• Advanced proficiency with Microsoft Office, project management software, and AI tools.

What Success Looks Like

• CEO priorities are executed on schedule.
• Board deliverables are accurate, timely, and well-organized.
• Strategic initiatives remain on track with measurable progress.
• Executive dashboards provide meaningful organizational insights.
• Processes become more efficient, standardized, and accountable.
• Serves as a trusted strategic partner to the CEO.

How to Apply

• Resume
• Cover Letter
• Professional Writing Sample (2–3 pages)

Applications will be reviewed on a rolling basis.