Special Assistant to the Executive Office

Special Assistant to the Executive Office

Executive Department

Remote

Our organization

The Union of Concerned Scientists (UCS) is an independent nonprofit that puts rigorous, independent science into action, developing solutions and advocating for a healthy, safe, and just future. We envision a peaceful, healthy, and just world where science serves people and the planet by guiding policy decisions, reducing risks, and improving lives.

For over five decades, we have been working as scientists, engineers, economists, advocates, and everyday people to create and advocate for innovative, practical solutions to some of our planet's most pressing problems-from combating global warming and developing sustainable ways to feed, power, and transport ourselves, to fighting disinformation, advancing racial equity, and reducing the threat of nuclear war. Values informing our work include:

• Science in the service of people and the planet.

• Justice and Equity for people of all races and incomes-now, and for future generations.
• Courage to take principled, science-based stands in the public arena.
• Integrity to always examine evidence critically, openly, and honestly.
• Democracy to promote a voice for all in government decisions.
• Action inspiring and mobilizing people to build a healthier, safer, and more just world.

The Special Assistant plays an important role in helping to deepen an authentic customer service orientation for UCS's executive leadership by delivering exceptional results in a timely and responsive way, all while creating trusted relationships across UCS staff and board members that contribute to building an inclusive workplace culture at UCS where talented people of widely diverse backgrounds can thrive.

Responsibilities

• Provide high-level administrative support to Chief of Staff and Executive Team related to meetings, technology, and correspondence.
• Provide scheduling and calendar support to members of the Executive Team, including travel booking and logistical support.
• Helps track and project manage special projects of the Executive Team
• With the help of the Executive Department Coordinator, manage and ensure appropriate and timely follow-up on internal and external requests for information or action.
• Track projects and prompt Chief of Staff on upcoming deadlines and commitments. Develop, maintain, and help manage to-do lists for and with the Chief of Staff
• Draft, edit, and/or proof correspondence, reports, speeches, web text, and other documents.
• Working with Chief of Staff, source talking points, background info, and briefings for President in preparation for external meetings and speaking engagements.
• Draft language for consultancy contracts, track contract implementation, and ensure timely billing and coordination in consultation with the F&A Department.
• Responsible for working with staff, the Chief of Staff and ET on All-Staff meeting coordination
• Manage, organize, negotiate, communicate, and/or oversee all logistics for All Staff Retreat; schedule retreat, select and inspect meeting sites, manage budget expenses, order food and necessary A/V equipment, and assist staff with travel and hotel accommodations
• Provide support to Board and Board Chair for meetings, scheduling, travel, and staff coordination.
• Respond to Board member queries in timely and professional manner, coordinating with other staff as needed.
• Identify venues for various department and board events. Management of Board meetings, including scheduling, hotel arrangements, food, Board travel and other matters relating to yearly board meetings and calls (2-3 annually).
• Coordinate Board meeting communications for board members and all UCS staff.

Requirements

Qualifications and Experience

• 3-5 years as a senior administrative or executive assistant work or comparable is preferred
• Ability to quickly learn various organizational systems, such as travel and expense system
• High level of integrity and professionalism, able to handle confidential information
• Strong computer skills with expert level proficiency in Microsoft Office suite and, familiarity and aptitude with relational databases preferred
• Superb attention to detail while managing multiple priorities in a deadline-driven environment
• Proactive, self-driven individual with a curiosity and willingness to learn and ask questions
• Ability to engage in discussions around diversity, equity, and inclusion and a commitment to advancing these issues at UCS is also highly valued
• Comfortable spending extended periods at a computer

May spend extended periods at computer.

UCS is an equal opportunity employer actively seeking to diversify its staff. In particular, we're dedicated to broadening opportunities for individuals from demographic groups that are historically underrepresented in the sciences and in environmental advocacy. We're also committed to building an inclusive workplace culture where talented people of widely diverse backgrounds can thrive. We believe the inclusion of culturally diverse perspectives will improve our work and produce better societal and environmental outcomes for all, including historically disenfranchised communities.

Benefits

Details:

This is a full-time remote position based in close proximity to UCS's Cambridge office. For those who meet all position requirements, the salary range is $65,081-$72,210. UCS offers excellent benefits and a rewarding work environment. *CA Resident Only, we offer a 12% salary differential*

Information about the organization is available at http://www.ucsusa.org.

Comparable training and/or experience can be substituted for degrees when appropriate.

More about the team:

Our team is made up of a dedicated group of researchers, scientists, communicators, campaigners, and advocates from wide-ranging backgrounds and experiences. We are committed to building a diverse and inclusive team and a collaborative and supportive work environment where all staff can thrive. We continually strive to create an environment that is a welcoming place for the LGBTQ+ community, people of color, parents, empty-nesters, and people with a wide variety of interests and backgrounds.

To Apply: We know there are great candidates who won't check all of these boxes, and we also know you might bring important skills that we haven't considered. If that's you, don't hesitate to apply and tell us about yourself. Please upload a cover letter and resume. In the cover letter, please confirm that the listed salary meets your expectations. Upload materials in Word or PDF format only. No phone calls, please.

Covid Mandate for New Hires:

For in-office roles, UCS employees must be fully vaccinated against COVID-19. Employees are considered fully vaccinated as defined by the CDC. All new hires who will be reporting to an office location must provide notice of their vaccination status and vaccination documentation, on or before their first day of work. For all others, UCS strongly encourages full vaccinations among its employees, up to and including booster shots, even if working remotely.

All new employees must comply with the mandatory vaccination requirements outlined in UCS policies as soon as practicable. Union of Concerned Scientists will notify candidates for employment of the requirements of this policy before the start of employment.

Deadline: until filled