Special Assistant to CEO

Job Summary

The Special Assistant is responsible for supporting the CEO through a combination of project management, writing and editing, research, and high level administrative and relationship support functions. In addition, the Special Assistant is responsible for providing administrative support and leverage to the CEO in the form of calendar management, scheduling, drafting and sending communications, meeting and event planning, preparation, coordination, and execution. The Special Assistant (S.A.) also coordinates special projects, compiles information and completes complex reports and analysis.
Further, the Special Assistant coordinates and attends all Thread Executive Team and Board of Director meetings, leads the meeting set-up and break-down, takes notes, and sends meeting recaps ensuring the CEO’s workflow and schedule is on track and aligned with Thread’s priorities.

Key Responsibilities

CEO Support

• Serve as trusted advisor to CEO and Leadership Team; ensure that strategic discussions reflect Thread’s priorities, as well as appropriate inputs and perspectives

• Actively participate in planning processes

• Draft external and internal communications for CEO review and publication

• Help CEO to maintain a strong presence, both internally and externally

• Help CEO to prioritize and manage schedule, engaging support from others within Thread where appropriate

• Prepare CEO for meetings

• Support the CEO with email management, focusing on maintenance, tracking, and follow-up

• Help CEO prioritize and manage schedule

• Help CEO to prioritize projects and offload projects and tasks from CEO as appropriate

• Ensure that appropriate communication and coordination is taking place across lanes to effectively carry out Thread’s mission

Board Support

• Draft, finalize and disseminate Board of Director calendars for both committee and Board meetings

• Manage the planning process, execution and follow-up for Board meetings

• Maintain an accurate knowledge management system for all board documents, inclusive of meeting minutes, conflict of interest disclosures, etc

• Coordinate logistics for Board meetings and retreats

• Work collaboratively with the CEO to develop quarterly Board performance reports

• Finalize all materials for board meetings, presenting clean, crisp and professional slide decks for all board members

Administrative Support

• Maintain up to date contact information for all board members and collaborators in Salesforce

• Support with the agenda creation and dissemination and follow-up for the Thread Executive Team and Board of Director meetings

• Meeting set-up, break-down, and capture, including Thread Executive Team and Board of Director meetings and retreats

• Record and distribute minutes for all Thread Executive Team and Board Meetings and other requested spaces

• Work collaboratively with CEO to provide ongoing support with the planning and execution of appreciation notes, gifts, tokens, and events

• Develop projects plans, SOPs and make updates in Trello as needed

• Represent the CEO by attending meetings in the CEO’s absence and speaking for the CEO

• Manage CEO expense reporting utilizing Expensify ensuring accurate and timely record keeping

• Manage CEO travel arrangements including booking flights, hotels, meeting spaces, local transportation, etc

• Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the Thread staff and community.

Special Projects

• Leads special projects on behalf of and as delegated by CEO

• Provide additional support to program or operating teams during staff transitions