Posted on December 4, 2012

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Executive Assistant

About Peace First (formerly Peace First)

Peace First is an innovative national organization dedicated to youth violence prevention and peace and justice education that empowers children with the skills, knowledge, relationships and opportunities to become morally engaged citizens and active members in their communities. Founded on the belief that young people have the power and responsibility to change the world, Peace First operates in Boston, New York and LA to help students become peacemakers by focusing on two major efforts within a school: teaching children the skills of cooperation, communication, conflict resolution, and civic engagement; and providing educators with the critical skills and knowledge to integrate social-emotional learning into the school’s curriculum and culture. Combined, these efforts strengthen schools’ social and academic environments, leading to stronger schools and more successful students. Promising data from our students and schools – a recent study found a 60% decrease in disruptive incidences at the school, 36% decrease in physical aggression, and 81% of students reporting they can walk away from a fight – is driving major efforts to codify and scale our program and mission.

Young people are transforming the world around them in profound and powerful ways, yet stories of their good work make up only 1% of news stories involving youth. To change this, Peace First is preparing to launch a major national campaign to identify and recognize young people building more peaceful and just communities. The Peace First Prize not only celebrates young people who make a real difference in the lives of others, but will invest in their long-term capacity to work for transformative change through a two-year fellowship. As such, the Peace First Prize will serve as an incubator for the next generation of social and civic leaders.

For more information, please visit www.peacefirst.org.

About the Position

This is a key position during a time of significant growth for Peace First. The Executive Assistant supports the senior team, with 75% of his/her time focused on the President and 25% on the Chief Operating Officer. Responsible for leveraging the President and COO’s time and energy to maximize efficiency and effectiveness, the EA role focuses on the following: doing rapid triage on incoming information; serving as a gracious and helpful point person for board members, key supporters and staff members; and securing and organizing meetings and trips. Major assignments will vary, balancing complex and multi-dimensional projects that require an eye for detail, as well as smaller tasks that require the ability and persistence to follow through. The ideal candidate will be able to juggle both simultaneously.

The Executive Assistant acts as a liaison and representative for the President and COO in various settings. As such, applicants must have strong written and phone communication skills, must be able to work independently, and solve problems creatively. This position ultimately reports to the President, but will interact with the entire organization, keeping information flowing and generating the good will necessary to move the organization forward in its mission.

Responsibilities

• Managing systems to keep the President and COO organized, using both paper and electronic systems, including maintaining systems of communication, calendar scheduling, filing, contact/correspondence records, Salesforce, etc.;
• Scheduling and trip management (securing vital meetings, preparing materials, arranging travel and organizing logistics both in advance and with last minute day of changes);
• Written and verbal communication on behalf of the President & COO (writing letters, answering phone calls, and serving as a representative for both of them as well as the organization);
• Support communication and coordination with the Board of Directors, including managing logistics for meetings (scheduling, preparing materials, editing PowerPoint presentations, tech, etc.)
• Peace First Prize work around upcoming launch and relationship building;
• Research and writing projects as requested;
• Managing tech and logistics for monthly All Staff videoconference meetings;
• Day to day administrative and personal assistant tasks such as mailings, copying, filing, inventory, etc.;
• Other tasks as requested, including but not limited to HR, finance and development-related work;
• Being a trusted member of the Peace First community (serving as a link between the President/COO and staff members).

Skills and Experience

• Strong written and verbal communication skills;
• Strong interpersonal skills and ability to work with diverse groups of people, specifically the ability to form relationships via technology and without much face-time;
• Excellent attention to detail and follow-through;
• Excellent time management skills - ability to manage a great deal of information, tasks, and relationships without getting overwhelmed;
• Independent worker and self-starter;
• Ability to maintain confidentiality;
• Patience, flexibility and adaptability - ability to react positively and quickly to last minute changes in logistics or needs;
• 2 – 4 years professional experience with related administrative work in a start-up or equally fast-paced environment;
• BA or equivalent is preferred;
• Proficiency with MS Office Applications (especially Word, PowerPoint and some Excel) and basic understanding of Salesforce is preferred.

Application Instructions

To Apply

To be considered for a position, please send a resume and cover letter with any supporting information. Email your resume and a cover letter to talent@peacefirst.org. Attach files as Word or PDF documents and include “Executive Assistant” in the subject line of your email.