National Endowment for Democracy, Washington DC, United States
Closing Date for Applications:
The Special Assistant, Operations helps advance the NED mission by providing senior-level research & analysis, policy & procedures, and operations & administration support to NED Departments, under the direction of the COO. The Special Assistant, Operations will develop solutions (people + processes + tools) to support Staff, Leadership, Board, and other stakeholder needs within a dynamic and growing organization. The Special Assistant, Operations will lead and complete assigned initiatives and maintain senior-level relationships with colleagues and other stakeholders, especially NED Functional Senior Directors and Vice Presidents and their direct reports. The Special Assistant, Operations will track and support the assignment and completion of enterprise tasks and initiatives, actively participate in Operations budget preparation and monitoring, and facilitate coordination and collaboration with and between NED departments.
Research & Analysis
- Assist with the preparation of evaluative and analytical content for NED policies & procedures, guidelines & handbooks, negotiation position papers & talking points, and strategies & plans for both Management and Staff matters in Functional areas such as: human resources, finance & accounting, real estate & facilities, knowledge management & IT, safety & security, and enterprise risk management & insurance;
- Analyze and assist with strategy and preparation of reports related to costs, benefits, and risks of Management options and courses of action; evaluate pros and cons of various alternatives and prepare recommendations for the COO and Leadership, including highly sensitive issues and complex matters;
- Conduct research to obtain background information on various projects; trouble-shoot processes and procedures; assist in organization-wide continuous process improvement initiatives, key performance indicators (KPI) and metrics, and Plans of Action & Milestones (POAM) or Program Management Plans;
- Format, edit, proofread, reproduce and distribute materials for internal and external audiences;
- Occasionally lead or moderate discussions, working groups, and "tiger teams" especially among colleagues and peers in areas related to continuous process improvement and institutional Functional integration;
- Facilitate and support annual administrative budgeting processes for Operations, including budget analysis and planning related to union negotiations; and
- Conduct sensitive staffing analyses to ensure alignment with priorities and budgets.
Policy & Procedures
- Design initiatives and projects to strengthen inter-departmental cooperation, coordination, and results;
- Help align policies, procedures, standards, and practices across the enterprise;
- Draft or update job aids, templates, handbooks, policies, procedures, and other guidance documents; and
- Draft and edit materials, including Leadership and Board communications, meeting agendas and minutes, decision memos, policies and guidance.
Operations & Administration
- Help accelerate and sustain organizational momentum by providing administrative support to the COO, including but not limited to: scheduling regular and ad-hoc meetings, responding to phone, email, and other correspondence, making travel arrangements, and providing follow-up on any action items or assignments in a high operating tempo;
- Support senior-level engagement with any and all NED departments and internal/external stakeholders;
- Coordinate correspondence, prepare and file reports, and preserve vital records as needed;
- Help plan and coordinate the logistics of meetings and events, internally as well as for visitors;
- Conceptualize initiatives and organize forums to foster wide-ranging discussions and consultations;
- Strengthen cooperation, coordination and learning with internal and external stakeholders; and
- Support the enterprise-wide mission orientation/mission onboarding of Staff from an Operations viewpoint.
- Bachelor’s degree required; advanced studies or graduate certificate/degree preferred; and
- 8+ years of relevant experience in nonprofit Administration/Operations required.
- Advanced proficiency with MS Office (Word, Excel, Powerpoint, Access/SQL, Outlook, Teams) required, and familiarity with Sharepoint and use of secure communications applications a plus;
- Well-developed and demonstrated expertise in coordinating and integrating HR, Office Services, Finance & Accounting, and Information Technology plans, initiatives, and projects;
- Hands-on experience overseeing the successful deployment and adoption of one or more online tools and/or workflow management systems; and
- Ability to travel occasionally;
- Authorized to work in the United States.
- High degree of organization and initiative;
- Ability to work collaboratively as a team member in a fast-paced environment;
- Ability to develop, prepare and handle sensitive information, including personnel, legal/privileged, and budgetary information, responsibly and with the highest discretion;
- Excellent interpersonal skills and tact;
- Excellent written and oral communication skills;
- Commitment to accuracy in all tasks and attention to detail;
- Demonstrated ability to work in a team and across departments;
- Ability to work with all levels within an organization; and
- Enthusiastic with a capacity and willingness to learn, and can anticipate needs by being proactive.