Grist, the national environmental media organization, is seeking a highly organized and driven assistant to support the recently launched Fix program, which serves as the organization’s solutions lab. Drawing on operational and administrative experience and creative thinking, the Program Assistant will play a crucial role in extending the capacity of the Fix team leadership and increasing the program’s impact.
Grist is a nonprofit media organization dedicated to making the story of a better future irresistible. The Fix program explores the world of what’s possible, identifying and celebrating emerging climate and justice leaders, connecting them to each other to deepen their impact, and telling unexpected stories about progress. Through network-building, live events, creative storytelling, and partnerships, Fix accelerates solutions to our most complex global challenges and changes the story society tells itself about its future.
The Fix Program Assistant will provide administrative and project support to the Fix team, as well as to the Fix Director, who leads and oversees the growing Fix team and the program implementation and operations; and works closely with the rest of Grist management and teams.
The Program Assistant will be experienced in handling a wide range of administrative and executive-support tasks and will be able to work independently with little supervision. The role is based in Seattle or in New York City, and will report to the Fix Director.
Duties and Responsibilities
Fix community/event support and communications coordination (80 percent)
- Schedule and manage Fix team meetings, including setting agenda, providing background materials, keeping time, and taking notes
- Assist and support planning of Fix staff retreats and strategy meetings
- Support and coordinate planning and logistics for live and virtual events (including drafting meeting agendas, creating and updating attendee lists, venue research and vendor lists, helping to coordinate meals, entertainment, etc., sending event invitations and managing responses, travel logistics, vendor contracts, virtual event set-up, and technical and Zoom management)
- Maintain and update Fix events calendar, and cross-check with content calendar
- Regularly maintain and track use of Slack channels and Trello boards
- Maintain Fixer and other contact information in Salesforce, and update related Fix regional or other lists (i.e. addresses, jobs)
- Support Fix team’s involvement in partnership or development/fundraising efforts
- Attend team meetings and contribute ideas for events and storytelling
- Join organizational internal workgroups as needed
Administrative support for the Fix Director (20 percent)
- Set appointments and maintain Fix Director’s schedule, including internal and external meetings, calls, and events
- Manage Fix Director’s daily activities, ensuring efficient use of time and attention to urgent matters
- Handle all aspects of Fix Director’s travel, including arranging transport and lodging, and planning external meeting or event details
- Assist Director in preparing presentations for board meetings or events, including designing spreadsheets or slide decks/PowerPoints
- Bachelor’s degree or equivalent professional experience
- 2+ years of relevant experience a bonus
- Proven ability to organize and schedule work effectively and efficiently in a fast-paced environment, managing multiple projects at the same time
- Ability to manage up and across
- Superb attention to detail
- Demonstrated proficiency in writing and editing correspondence
- Fluency with technology, including deep experience with calendar and database systems and strong comfort working with Zoom, Gmail and other G Suite tools; bonus points for Salesforce, Slack, Trello, and ToDoist experience
- Passion for our organization’s mission and work
- Experience planning events, preparing slide presentations, and leading design projects
To apply, please send a cover letter and resume to email@example.com with “Program Assistant, Fix” in the subject line. Application deadline is September 15, 2020. No phone calls, please.
Grist’s commitment to a diverse, inclusive staff reflects our vision of a just, sustainable world. We do our best work when we embrace differences and thrive when we explore them. We’re interested in hearing from people who can work with diverse colleagues of varied experiences. Grist provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.