Listing Info

Senior Program Assistant– Promise Neighborhoods Institute at PolicyLink (Oakland, CA)

100% FTE

Salary commensurate with experience

This professional, administrative-level position, available immediately, is an exciting opportunity to join the staff supporting the Promise Neighborhoods Institute at PolicyLink (PNI). PolicyLink is a national research and action institute that works to advance policies at the federal, state, and local level to achieve economic and social equity. Please visit our website at: www.policylink.org.

PNI provides resources and guidance to communities implementing the Promise Neighborhoods strategy of connecting local resources to wrap children in education, health, and social supports from cradle through college to career. Additionally, PNI serves as a link to federal, public, and private investors and policymakers. Please visit www.promiseneighborhoodsinstitute.org for more information.

Position Overview

Under the supervision of the Director and Deputy Director of PNI, the Program Assistant provides professional support to PNI, including designing and implementing administrative systems; scheduling and coordinating meetings, events, and calendars; and performing other duties as assigned.

Essential Responsibilities (See snapshot of administrative duties below for more detail)

• Perform complex and highly responsible administrative functions for the Director, Deputy Director, and other staff of PNI.

• Serve as a contact and liaison with internal and external colleagues; receive and screen communications to the Director including telephone calls and e-mail messages; and provide assistance in determining those which require priority attention.
• Work closely with the Director and other team members to maintain administrative systems and procedures.
• Manage calendar for the Director and PNI.
• Provide information and assistance to network members, visitors, stakeholders, and others; screen telephone calls and, where appropriate, refer to other staff members.

• Schedule, attend, and document regular meetings with PNI staff and partners.

• Prepare PowerPoint presentations, assemble background materials, and develop speech outlines for the Director.

• Perform basic copy editing.
• Travel as needed to support PNI meetings, events, and other activities.

Qualifications

• Bachelor's degree with at least 5 years of experience supporting senior-level executives.
• Highly organized and motivated.

• Ability to prioritize and make sound decisions regarding time-sensitive assignments.

• Proven ability to anticipate problems before they arise using solid problem-solving skills to develop solutions.

• Knowledge of and comfort utilizing the results-based accountability framework.

• Excellent written and verbal communications skills.

• Comfort working with a diverse group of colleagues, partners, and constituents.

• Demonstrated skills in coordinating and managing large meetings and events.

• Detail oriented, accurate, and timely with assigned tasks.

• Significant knowledge of standard office computer applications (MS Word, Excel, Outlook, PowerPoint, etc.) and standard office equipment, including multiple-line telephone systems.

• Ability to multitask and work effectively in a fast-paced environment where change is a constant, as part of a team and independently.

Administrative Needs

Administration

• Document and update progress on stated goals and desired outcomes of PNI.
• Maintain Director's schedule.
• Schedule key meetings and conference calls with multiple staff members and partner organizations.
• Plan events
  
  • Congressional briefings
  • Funder briefings and other events
  • Webinars
  • Two large national meetings/year
  • Update and maintain electronic database and tracking system.
  • Respond to PNI Network Members and others interested in the Promise Neighborhoods strategy.
  • Format and update documents.
  • Appropriately catalog technical assistance resources.
  • Document meeting and prepare formal meeting minutes.
  • Prepare meeting materials and packets.

• Coordinate schedules for staff and partners participating in monthly Hill visits and stakeholder meetings.

• Perform basic copyediting.
  
  • Brochures
  • Funder briefing materials
  • Prepare PowerPoints.
  • Conduct research for speeches.
  • Prepare talking points for speeches.
  • Perform light website maintenance.
  • Collect news stories regarding PNI and /or its members.

Technical Assistance

• Manage completion of the Promise Neighborhoods planning and implementation How to Apply Guides for 2014.