Special Assistant to the CEO and COO

Job Description

Job Description

Salary: $60,000-$70,000

Position Summary

The Special Assistant to the CEO and COO is Issue One's first dedicated full-time executive support role. A position designed to multiply leadership capacity and create space for strategic thinking. This role exists to ensure that the CEO and COO can focus on what only they can do while everything else runs smoothly in the background.

Success looks like two senior leaders who suddenly have bandwidth they didn't know was possible. Meetings happen with the right prep. Relationships stay warm. Commitments get tracked and honored. The CEO and COO make better decisions because they have better information at the right time. And the Special Assistant becomes indispensable not by being everywhere, but by making sure the right things happen without the CEO and COO having to think about them.

This role requires someone who can build systems from scratch, manage up with confidence and tact, anticipate needs three steps ahead, and operate with absolute discretion. You'll need to be comfortable coaching senior leaders on how to work with you, setting boundaries when necessary, and occasionally saying, "I've got this, you don't need to be involved." If you thrive on bringing order to chaos and making capable people even more effective, this role is for you.

Responsibilities

Executive Support & Calendar Management (50%)

• Manage complex calendars for CEO and COO, making judgment calls about priority, timing, and what requires their direct attention
• Serve as gatekeeper and air traffic controller, deciding what gets through, what gets delegated, and what gets declined
• Prepare executives for meetings with concise briefing materials, background research, and relevant context
• Manage executive inboxes with discretion, triaging messages and surfacing what matters most
• Draft and edit high-level communications and correspondence that reflect executive voice and priorities
• Coordinate travel logistics, including itineraries, briefing books, and on-the-ground support
• Track executive commitments and follow-through to ensure nothing falls through the cracks
• Build and refine systems for how the CEO and COO work with executive support, training them on how to leverage this new capacity effectively

Stakeholder & Donor Relations Support (20%)

• Support CEO donor engagement efforts, including meeting scheduling, donor engagement tasks, and follow-up
• Access and update contact databases and relationship records for key stakeholders in the CRM
• Coordinate logistics for donor meetings, including venue booking, transportation arrangements, briefing materials, and post-meeting follow-through
• Serve as liaison between executives and development team for seamless coordination

Board of Directors Support (15%)

• Support the COO in managing the Board of Directors, serving as the administrative liaison for planning and execution of quarterly board meetings
• Serve as Onboard platform administrator, maintaining board portal, uploading materials, managing access, and ensuring all board communications flow through the system
• Coordinate all meeting logistics, including scheduling, venue, catering, materials preparation, and on-site technology
• Assist with preparation of board materials, including CEO report, slide decks, agendas, and supporting documents
• Organize and distribute board materials through Onboard, ensuring timely access for all board members
• Maintain board member information in Onboard and other systems, including contact preferences, dietary needs, and engagement history
• Support planning for board dinners, retreats, and special events
• Track board action items and follow-up to ensure completion

Strategic Coordination & Organizational Support (15%)

• Work with executive leadership team to track cross-organizational initiatives and surface key deadlines, decisions, and bottlenecks for CEO and COO
• Support expense tracking, reimbursements, and budget coordination for executive activities
• Anticipate organizational needs and proactively identify opportunities to support leadership effectiveness

Job-Related Experience

• Several years of experience in executive support, chief of staff roles, or project management, preferably supporting senior leaders in fast-paced environments
• Experience supporting C-suite executives in nonprofit, advocacy, or mission-driven organizations strongly preferred
• Demonstrated experience building executive support systems from scratch or significantly improving existing ones
• Track record of managing up effectively and coaching leaders on how to work with support staff

Job-Related Knowledge, Skills, And Abilities

• Exceptional organizational skills with ability to juggle competing priorities and maintain flawless attention to detail
• Strong systems thinking, can see gaps, design solutions, and implement processes that scale
• Confident managing up with ability to redirect, coach, and set boundaries with senior leaders when necessary
• Very strong interpersonal skills and ability to build relationships with stakeholders at all levels
• Expert-level written and verbal communication skills
• Proactive problem-solver who anticipates needs and proposes solutions before being asked
• Calm under pressure with positive attitude and sense of humor
• Unshakeable discretion and sound judgment in handling confidential information
• High proficiency with Google Workspace, calendar management tools, CRM systems, and Mac iOS

Work Coordination And Supervision

The Special Assistant reports directly to the Chief Executive Officer and the Chief Operating Officer. This role operates with significant independence and discretion, making judgment calls about priorities and execution while keeping executives informed. The Special Assistant coordinates closely with the executive team to ensure seamless support for executive priorities. Success requires knowing when to act independently, when to consult, and when to push back on requests that don't serve the executives' best interests.

Decision Making

The Special Assistant makes independent decisions about calendar prioritization, meeting logistics, routine correspondence, intern program operations, and administrative matters that support executive work. They exercise judgment about what requires executive attention versus what can be handled by others or declined entirely. They consult with the CEO and COO on strategic decisions, significant commitments, sensitive communications, and matters that could affect organizational relationships or reputation. They obtain approval before making financial commitments on behalf of executives or the organization.

Development and Growth

This role provides exceptional exposure to executive leadership, organizational strategy, and high-level stakeholder relationships. The Special Assistant will develop a deep understanding of nonprofit operations, board governance, and executive decision-making while building systems that will serve the organization for years to come. This experience builds the foundation for future chief of staff, operations leadership, or executive director roles.

Structure and Location

This is a full-time, salaried, exempt position requiring approximately 40 hours per week. The role is based in Washington, D.C., with a flexible work schedule. The employee is expected to be available every weekday and to work in the office on Tuesdays and Wednesdays, with flexibility for other days as needed to support the CEO and COO. Some travel with executives may be required for select events and meetings.

Benefits

Issue One has developed a comprehensive benefits package that invests in our staff to improve their health and promote a solid work-life balance:

• All full-time employees are eligible for a platinum health plan with 100% of the premium paid by Issue One. In addition, the organization covers 75% of the premium for all spouses and dependents of IO staff.
• Staff receives more than 50 paid days off annually, including holidays, vacation, personal time, and office-wide closures.
• Issue One provides reimbursements and stipends for commuting and any work-related travel.
• Issue One offers wellness reimbursements and student loan assistance. They are also eligible to be reimbursed for stepping outside of their comfort zone and doing something they have never done before.
• All staff are encouraged to participate in professional development throughout the year, and the organization hosts several opportunities for fun and fellowship.

Tentative Recruitment Timeline

April 20: The position is posted, and resumes are collected

May 11-15: Resumes are screened and top candidates are identified for interviews.

May 18-22 First-round panel interviews take place.

May 27-29: Second-round panel interviews with finalists take place.

June 1: Preferred candidate named and the role offered (contingent on a background check and verification of all educational credentials).

June 15: New candidate begins (flexible start date)

Special Note: While our organizations will do their best to follow the above timeline, there are instances where the selection process is shortened or delayed due to circumstances beyond our control. The organizations will do their best to update all selected candidates on any changes to the timeline. In addition, while resumes may be submitted after May 15, theres no guarantee they will be screened for a potential interview.

DEI Philosophy and Self-ID Questionnaire

Diversity, equity, and inclusion (DEI) drive everything we do. We celebrate each individual's unique perspectives and experiences within our team. Your voice matters to us, and we're committed to creating an environment where everyone feels valued and respected.

As part of our ongoing DEI efforts, we invite all applicants to complete our self-identification questions voluntarily. Rest assured, your responses are confidential and have no impact on your job application. This survey helps us better understand our diverse community, ensuring everyone has equal opportunities for success.

Due to the volume of applications, we will, unfortunately, be unable to acknowledge receipt of all applications. No phone calls, please.

Issue One is committed to the principles of equal employment. We are committed to complying with all federal, state, and local laws providing equal employment opportunities and all other employment laws and regulations. We intend to maintain a work environment that is free of harassment, discrimination, or retaliation because of age, race, color, national origin, ancestry, religion, sex, sexual orientation (including transgender status, gender identity, or expression), pregnancy (including childbirth, lactation, and related medical conditions), reproductive health decisions, marital status, personal appearance, matriculation, political affiliation, credit information, employment status, physical or mental disability, genetic information (including testing and characteristics), veteran status, uniformed servicemember status, status as a victim or family member of a victim of domestic violence, a sexual offense, or stalking, homeless status, or any other status protected by federal, state, or local laws. The Company is dedicated to the fulfillment of this policy in regard to all aspects of employment, including, but not limited to, recruiting, hiring, placement, transfer, training, promotion, rates of pay, fringe benefits, and other compensation, the application of disability and/or temporary disability policies, termination, and all other terms, conditions, and privileges of employment.