Executive Assistant to Deputy Director

Chicago, Illinois, United States Full-time

Hey - my name is Emma and I run the day to day operations and campaigning of a global civic movement called Avaaz. We have 45 million members and over 100 staff located everywhere in the world. I'm looking for an assistant. 
 
I work out of an office in Logan Square (with an office dog) near my house so I can get home as early as possible to hang out with my one-year-old daughter. I have way more to do than I can possibly get done, an email inbox that I treat more like a river than a task sheet (there's just too much to ever read it all) and a need to stay on top of the news and politics of the whole globe. And there's never enough time to get my work done, see my family AND do things like make sure I schedule the doctor's appointment that's way overdue. 
 
I need help :) The job includes everything from monitoring my email for me and escalating everything that's important. Doing research on world issues and writing emails and communications for me. Managing my time for me, to make sure I get things done when I'm overwhelmed. Scheduling my calendar and managing the many requests from the team for meetings with me and helping make sure my life, house, childcare etc. all runs smoothly. Oh, and I need to be reminded to eat!
 
I'm looking for someone who loves fast paced work, being in unfamiliar situations, learning, getting things done, changing the world and who, most of all, can take feedback well and is confident enough to give it in return. Familiarity with tech-related stuff is a plus or at least excitement to learn about it.
 
This is not an easy job. It can be overwhelming and demanding and requires a really wide range of skills and the confidence to pick up new skills fast. 
 
You'll get to learn everything that goes into running a multinational campaigning organization, you'll get mentorship to grow in skills and self-knowledge and can, with time, find another position at Avaaz that you find exciting. Also, you get a good salary (by non-profit standards), five weeks vacation, ten national holidays and health care. You also get to travel twice a year to team retreats where everyone gets together to work in-person on important issues. 
 
There will be days where all you do is file expense reports, make sure my personal life is under control, run errands etc. And then others when you will be deep in research and planning for global work. The split is about 30% personal, 70% organizational support, but I don't keep track and basically ask for help on anything that can free up more of my time to do the important work. 
 
If all this sounds great to you, check out the more formal job description below (read to the end, there's more information down there than I gave up here) and then fill out an application! I can't wait to meet you!
 
-- Emma
 
Avaaz is searching for a brilliant, talented individual to work with our Deputy Director, Emma Ruby-Sachs, in our Logan Square office in Chicago.
 
As Deputy Director Emma oversees each and every part of the organization, and her assistant is an essential part of making that possible! Emma needs someone who can provide flawless admin support, monitoring her inbox and calendar without letting any emails slip by unnoticed or meetings go unattended. Her assistant needs to be a logistics guru, able to effectively manage Emma through each minute of her day and stay on track of her shifting priorities. A successful assistant will also learn the ins and outs of our campaigns cycles and understand the work of our tech, media, and legal teams, allowing them to communicate effortlessly with our global staff, and update Emma succinctly and accurately on every project being implemented across the organization. Additionally, Emma needs someone who can copy edit excellently, while also having the confidence to draft letters for her addressed to Avaaz’s allies and partner organizations. With so many moving pieces across the organization flexibility and multitasking are essential, and a great assistant will be ready to pick up new tasks, no matter how large or small, in order to free up Emma's time.
 
In addition to the work with Emma, our operations team takes on exciting projects within the larger organization, such as planning team retreats and organizing logistics for media stunts and campaign deliveries. This is a challenging and exciting position at the heart of one of the most innovative and promising public organizations in the world today. It offers a unique platform from which to develop and pursue large-scale social change efforts.
 
Responsibilities
  • Monitor Emma’s inbox, organize her priorities and keep her on task through each day
  • Conducting research, fact-checking, proofreading and preparing briefings as requested
  • Providing significant administrative and personal assistance
  • Organize schedules, meetings, travel, and logistics for Emma
  • Facilitating quick and easy communication between Emma and the rest of the team
  • Designing and implementing systems to improve efficiency and accountability within the campaigns team
  • Managing campaign budgets and coordinating with the Operations team to ensure legal and policy compliance
  • Ensuring timely invoicing, expense and credit card reporting 
  • Other admin and organizational tasks as part of the Operations team, including helping to plan bi-annual team retreats
 
Qualifications
  • Strong computer skills. Google mail and docs management experience preferred.
  • Excellent written and oral communication skills.
  • Extremely detail-oriented, conscientious, reliable and self-motivated.
  • Ability to adjust quickly to changing conditions and requirements in an extremely fast-paced environment.
  • Demonstrated commitment to social justice.
  • Fluency in English is a requirement, other languages are an asset.
 
Location
Avaaz is a virtual organization, with most of our work done over email, telephone, and Skype. Our staff is based in cities all over the world and meet at team retreats twice per year. This position is based out of our Logan Square office in Chicago.
 
Compensation and Benefits
Salary varies with experience but is highly competitive with leading nongovernmental organizations. Benefits also range with the location but include 5 weeks paid vacation per year.