Executive Assistant / Board Liaison Job Description

The Position

Do you want to work for a dynamic organization committed to promoting the health and dignity of individuals and communities who are affected by substance use? Are you incredibly organized? Harm Reduction Coalition is seeking an energetic, detail-oriented self-starter to provide direct assistance to the Executive Director.

The Executive Assistant/Board Liaison will support in a one-on-one working relationship for the Executive Director. Executive Assistant and Board Liaison is the primary point of contact for internal and external constituencies regarding all matters relating to the Executive Director's office. A key function of this position is to act as the liaison between the company's board of directors and senior management teams; coordinate executive outreach and external relations campaigns; and oversee special projects.

A successful candidate will be able to use good judgment in a variety of situations, possess excellent written and verbal communication skills, be able to manage multiple priorities effectively, and be proficient at managing time and resources effectively. Working independently on projects and under pressure at times, the Executive Assistant and Board Liaison will be responsible for handling a wide variety of activities and confidential matters from conception to completion. Someone who thrives in fast-paced environments and has a successful track record.

Organization Description

The National Harm Reduction Coalition is an advocacy and capacity-building organization that promotes the health and dignity of individuals and communities who are affected by drug use and structural violence. As a national organization we advance harm reduction policy and practice through six core programs:

  1. harm reduction policy and advocacy
  2. harm reduction resources including in-person and virtual trainings, self-paced online learning modules, publications, and maps to locate syringe service and naloxone programs
  3. national and regional convenings
  4. grantmaking
  5. fiscal sponsorship
  6. technical assistance on overdose prevention education, hepatitis C prevention and treatment, syringe access expansion, and the US opioid crisis

Our programs center racial equity as guided by our North Star: the National Harm Reduction Coalition creates spaces and dialogue that help heal the harms of racialized drug policies. 

Responsibilities

Executive Support

  • Completes a broad variety of administrative tasks for the Executive Director including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, and itineraries; compiling documents for travel-related meetings; establish and maintain Executive Director’s files; and monitor leave requests and other work-related documentation pertaining to the Executive Director’s Senior staff.
  • Ensures that all correspondence from the Board of Directors, as well as matters of significance, is responded to promptly. Organizes and maintains filing systems. A list of these files will be available in the Executive Director's Google Drive as well as general files and correspondence generated by senior staff.
  • Receives incoming telephone calls, emails, and routes to the Executive Director or appropriate personnel in the organization where appropriate.
  • Provides planning, coordination, and oversight of the Executive's schedule. Maintains a "gatekeeper" and "gateway" role to ensure direct and timely access to the Executive Director.
  • Deals directly with National Harm Reduction Coalition staff, board members, funders, and others regarding programmatic initiatives on behalf of the Executive Director.
  • Manages the collection, formatting, and distribution of monthly organization metrics.
  • Manages sensitive and confidential issues addressing the Executive Director, such as those that require research, prioritization, and follow-up. Assesses the appropriate course of action, referral, or response.
  • Communicates effectively with the Executive Director about upcoming commitments and responsibilities, following up appropriately. Monitors the environment, keeping the Executive Director informed of issues that arise.
  • Organizes meetings with the Board and Senior Management for the Executive Director.
  • Coordinates presentation of speeches prepared by the Executive Director. Documents, transcribes, and distributes minutes from direct reports and Board of Directors meetings. 
  • Establishes relationships that are essential to the success of the organization. Manages special projects for the Executive Director, some of which may have a significant impact on the organization.
  • Handles all critical aspects of deliverables with a hands-on approach, including drafting personal correspondence and other tasks that facilitate the Executive Director's ability to lead the company effectively.
  • Manages conflicting needs in an expedient and proactive manner, and follows through on projects to successful completion, often under deadline pressure.
  • Due to the high level of collaboration required for the success of this role, constant and reliable attendance is essential.
  • Acts as liaison between the Executive Director and Senior Management staff. 
  • Provides limited support to the Development department in preparing letters for the Executive Director’s signature.

Board Support and Liaison

  • Serves as the Executive Director's administrative liaison to National Harm Reduction Colaition’s board of directors.
  • Provides administrative support to the Board Chair, ensuring that all requests are handled in a timely manner and promptly either personally or by referral to the appropriate individuals. Keeps log of Board Chair’s requests, to whom assigned and dates of responses. 
  • Ensures that all board members are treated with discretion and confidentiality.
  • Maintains compliance with applicable rules and regulations outlined in the bylaws regarding board and board committee meetings, including the distribution of materials in advance.
  • Organizes the board's calendar, tracks and/or encourages governance tasks, including changes needed in bylaws, charters, committee membership, decision rights, and nominations.
  • Coordinates meetings of the Board and its committees, including taking notes, transcribing, and distributing minutes.

Communications, Partnerships, and Outreach

  • Ensures that the Executive Director's bio is kept updated and responds to requests for materials regarding the Executive Director and the organization in general.
  • Prepares and edits first drafts of written communications and presentations for internal and external audiences
  • Manages employee meetings and company-wide events under the direction of the Executive Director.
  • Assists Development department with Annual Benefit.
  • Assists with special projects as needed.

Qualifications

Strong work tenure: 5-10 years’ experience supporting high-level Executives, preferably in a non-profit organization. Experience and interest in internal and external communications, and partnership development. Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint, Asana software).

  • College degree preferred; Bachelor’s degree, or equivalent.
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail. 
  • Strong command of English, with excellence in spelling, use of grammar and punctuation.
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors. 
  • Expert level written and verbal communication skills. 
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability. Emotional maturity. 
  • Highly resourceful team-player, with the ability to also be extremely effective independently. 
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response. 
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment. Forward looking thinker, who actively seeks opportunities and proposes solutions.
  • The ability to manage multiple tasks efficiently 

Travel

Position requires light travel.

Location

Remote

Salary

NHRC offers a competitive salary commensurate with experience in a similar position with the potential for an annual performance-based bonus. The salary range for this position is $70, 000 - $80,000 annual. New hires are typically brought into the organization at a salary between the range minimum and the salary range midpoint depending on qualifications, internal equity, and the budgeted amount for the role.  

Deadline to Apply: Applications will be reviewed on a rolling basis until the position is filled.