ORGANIZATION OVERVIEW:
Providence House, Inc. is a non-profit leader, helping people overcome challenges and gain independence in the community. We advocate for women and families at risk of harm who have histories of homelessness or justice involvement, and provide a safe environment where dignity is recognized, strengths are enhanced, and a transition to stability is achieved. We continue to hold the values of non-violence, compassion, hospitality and community at our core.
JOB SUMMARY: The Special Assistant (SA) serves as a thought partner and trusted advisor to the Executive Director (ED) and is responsible for building and managing an effective support structure for the Executive Director to carry out the mission of the organization and to ensure that organizational resources are operating in alignment with the goals of the strategic plan and other priorities. The SA is able to work effectively with a wide range of internal and external stakeholders, including the Board of Directors, funders, and partners, lead high-level, high-impact projects and assist with major strategic initiatives while managing and prioritizing the workflow of the Executive Office. The SA coordinates decision-making processes and provides oversight on critical and time sensitive issues and initiatives that include organizational strategy, cross-functional activity and board management.
REPORTING TO: Executive Director
RESPONSIBILITIES:
Administrative Responsibilities
- Act as scheduling liaison between ED and senior staff: coordinate calendars, meetings logistics, materials, etc.
- Maintain calendar and schedule meetings for Executive Director and other senior staff as needed;
- Conduct background research and brief Executive Director prior to meetings with prospective board members, political leaders, and others;
- Provides administrative support to the ED and senior team, including coordinating board meetings, arranging travel and accommodations for events, drafting agendas/itineraries, preparing presentations, and creating spreadsheets as requested;
- Prepare presentation materials to communicate information effectively and succinctly;
- Draft memos, correspondence, and make phone calls on behalf the Executive Director to various parties including donors staff, stakeholders, etc.;
- Proofread, edit and/or summarize documents for the Executive Director;
- Maintain Executive Director filing systems;
- Support the management of the organization’s critical document repository; maintain all salient documents (contracts, regulations, certifications, etc.) in both electronic and paper form, where appropriate, to facilitate easy access when the documents are needed;
- Plan and execute special events involving senior staff of the organization;
- Represent the ED at key internal and external meetings as needed.
Project Management Responsibilities
- Staff and participate as a member of the management team by organizing its work; ensuring alignment with strategic plan or other agency priorities and that objectives are met. Solicit critical issues from senior staff, prepare agendas, create minutes, share follow up and next steps;
- Lead critical and highly visible cross-agency initiatives and projects such Strategic Plan Implementation, Risk Assessments and Infrastructure Reviews;
- Strategize proactively to identify issues and advise the ED on those that could impact the success of the organization;
- Work with leadership to proactively strategize in resolving issues, support management of the response to high-level/emergency situations, including providing timely briefings to the ED and senior team and other key stakeholders;
- Participate in with or on behalf of the ED and manage follow-up on commitments and action items;
- Collect critical information from appropriate staff persons; create and populate data dashboards to increase the use of metrics in organizational decision-making;
- Convene and lead “Red-Flag” crisis communications team when needed;
- Field and assess inquiries directed to the Executive Director, determine/advise on the proper course of action, complete the transaction or field to the appropriate individual to resolve;
- Collaborate with retained entities on special projects to collect guidance and counsel as needed;
- Provides emergency support during unprecedented circumstances (example: COVID-19, serving new populations, building/program start-up or shut-down, weather emergencies, etc.).
Board Liaison Responsibilities
- Act as liaison between PH’s ED and the Board of Directors;
- Compile information and research on board prospects and maintain collateral information to be shared with all candidates;
- Establish and manage board, committee, and special meeting calendars; send electronic appointments, collect and distribute documents and reports needed for Board and Committee meetings;
- Plan and prepare all logistics for any meetings where Board members are present including quarterly meetings;
- Record minutes accurately and comprehensively at board and select committee meetings, write-up the minutes in a standardized format, seek consensus from the appropriate board or committee members, and publish the approved minutes promptly in final, executed format;
- Staff and coordinate board volunteer opportunities and events;
- Manage needed information about board members in a secure and confidential format;
- Create reports to track board composition, participation and engagement in activities and events;
- Solicit feedback from board members and report back to the Executive Director;
- Plan and execute special events involving board members;
- Coordinate purchasing of annual appreciation and/or special occasion gifts from the organization.
EXPERIENCE AND CHARACTERISTICS:
- Leads from an agency-wide perspective;
- Exceptional decision-making, project management and organizational skills;
- Ability to manage and make decisions with a DEI lens;
- Maintain discretion and confidentiality at all times.
- Promotes cross-agency alignment; trouble-shoots and resolves cross-divisional conflicts as needed;
- Proactively dismantles silos across the agency, promoting effective organization-wide collaboration and communication;
- Maximizes internal resources, ensuring proper prioritization of competing needs;
- Takes initiative and demonstrates a commitment to all agency core competencies and practices;
- Effectively and respectfully communicates with all levels of staff, internal and external stakeholders about policies, challenges, programmatic concerns and needs;
- Broad understanding of risks associated with non-profit organizations and approaches to mitigating them;
- Works independently and collaboratively to accomplish responsibilities, goals and projects;
- Maintain a deep understanding of the agency’s history/legacy as well as programs and funding sources, including government contracts and mandates;
- Has a broad understanding of the program models used throughout the agency;
- Knowledge of City and State agency partnerships, contracts, key policies and practices;
- Broad awareness of intersecting systemic issues that impact local communities and families including homelessness, substance use, mental health, criminal justice, poverty, etc.
QUALIFICATIONS:
- Bachelor’s degree required; relevant advanced degree preferred in related field such as Business Administration, Public Administration, Public Policy or related field.
- Minimum 6-8 years of progressive leadership experience in non-profit management experience with an NPO working in homeless programming, supportive housing or criminal justice services preferred.
- Proven success in developing, implementing and monitoring large scale projects and initiatives.
- Ability to multi-task and operate in a fast-paced environment.
- Extremely strong organizational skills with the ability to organize others.
- Exhibit excellent written and oral communication skills with the ability to work with both technical and non-technical users.
- Ability to collaborate with staff across the agency to advance strategic vision.
- Experience with developing and monitoring performance outcome measurement and metrics.
- Must be flexible and available to address after-hours emergencies and problem-solving.
- Uncompromising belief in and dedication to Providence House mission and values.
- Strong computer skills and proficiency with MS Office.
SANCTUARY MODEL:
- Effectively use and practice Sanctuary Models tools; safety plans, community meetings, psycho-educational groups, team meetings, red flags reviews, and self-care in the program to create a non-violent and trauma sensitive culture.
- Promote and model the core values of Providence House Mission (Compassion, Non-Violence, Hospitality, and Community) and the Seven Sanctuary Model Commitments to create a non-violent and trauma sensitive culture. Integrate the Sanctuary Model SELF (Safety, Emotional Management, Loss and Future) framework into daily practice to ensure quality care and an effective work environment.
WORK SCHEDULE:
Position is full time, salaried. Hours worked will be weekdays at least 9:00a.m. - 5:00p.m., or at a mutually agreed upon schedule. Evening and/or weekend work may be required. Regular presence is required in office is required with the ability to work remote one day per week. The central administration office is located in Brooklyn, New York.
FLEXIBLE REMOTE WORK STATUS
This position is deemed able to work remotely on a flexible basis as it is a ‘non-essential’ position based on the job description. Flexible remote work means working from home or from a remote location during the employee’s normal work hours for a flexible period of time and can be changed and rescinded at any time. Employee will be required to work at their work location as required as flexible remote work arrangements require initial and ongoing approval of supervisor. Compensation, benefits, work status will not change due to remote work status.
SALARY AND BENEFITS
The starting salary range is $85,000 - $95,000 annually with flexibility to negotiate a higher salary range for candidates with exceptional qualifications exceeding those stated. Annually. Reimbursement for mileage expenses to locations beyond the initial worksite. FT Benefits include: 14 paid holidays, 3 weeks of vacation, 3 personal days, 12 sick days, early closure proceeding holidays, and a day off annually in recognition of your Birthday. Health and Wellness benefits include: medical, dental, vision, prescription coverage, life insurance, short-term disability, long-term disability benefits, and Employee Assistance Program (EAP). Other benefits include: a monthly health stipend (at the agency’s discretion), 403(B), commuter benefits, and paid professional development opportunities.
EQUAL EMPLOYMENT OPPORTUNITY
Providence House is committed to providing equal employment opportunity in all of our employment programs and decisions. Discrimination in employment on the basis of any classification protected under federal, state or local law is a violation of our policy and is illegal. Equal employment opportunity is provided to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender (including “gender identity” -- which refers to a person’s actual or perceived sex, and includes self-image, appearance, behavior or expression, whether or not different from that traditionally associated with the legal sex assigned to the person at birth), national origin, age, disability, genetic information, marital status, partnership status, caregiver status, alienage or citizenship status, status as a covered veteran, or any other prohibited factor.
Job Type: Full-time
Pay: $85,000.00 - $95,000.00 per year
Benefits:
- Dental insurance
- Employee assistance program
- Employee discount
- Health insurance
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Work Location: In person
