Application Instructions
Number of Positions: 1
Position Overview
The Manager, Special Projects responsibilities include but are not limited to providing administrative supports such as scheduling, calendar maintenance, taking and managing meeting notes, financial/expense management, travel arrangements, etc., using a variety of communication and technology resources (e.g. weekly 1:1 and team meetings, Outlook email, One Note, Microsoft Teams) , serving as a project manager for key initiatives, including establishing and managing work plans, setting deliverables and metrics, collaborating with partners, progress monitoring and reporting, and drafting communications.
Job Description
Provide excellent administrative support to the Executive Director (ED). This includes, but is not limited to, efficiently maintaining calendars, scheduling meetings and conference calls, arranging travel, writing meeting minutes, reviewing mail and preparing presentations and speaking points for ED on an array of topics for a breadth of constituencies.
Plan and prepare for internal and external meeting needs hosted by the ED; reserve meeting rooms, arrange for appropriate Information Technology Services support, inform appropriate staff members of visitors in advance, arrange for meeting refreshments and or catering as needed, welcome and escort visitors, and ensure meeting rooms are left in exceptional condition.
Prioritize agenda and schedule of the Executive Director and manage work flow of the Executive Office and Senior Staff Team and provide the appropriate support and guidance to ensure the team is operating efficiently and effectively.
Understand City Year policies and procedures necessary to ensure appropriate decision-making protocols are followed.
Assist with special projects by conducting research, collecting and analyzing data, drafting reports and preparing presentations for internal and external stakeholders.
Create added capacity for the executive director and site byparticipating in meetings, engaging with projects, collaborating effectively, and working with vendors, HQ staff, and external partners as appropriate.
Ensure Executive Office priorities remain on track to completion by adding leadership & execution capacity & keeping ED proximate to work
Manage production, collection, editing, and distribution of board meeting materials. Oversee all logistical aspects of quarterly board meetings/retreats, maintainaccurate and complete files on meetings, committees, and members.
Ensure committees are meeting regularly and chairs are supported in developing agendas.
Provide detailed and timely administrative support including but not limited to: email and calendar management; accurate record keeping
Oversee quality of content of materials provided to the Board
Manage production, collection, edition, and distribution of board meeting materials. Oversee all logistical aspects of quarterly board meetings/retreats, maintainaccurate and complete files on meetings, committees, and members.
Partner with City Year Tulsa departments and staff through recruitment initiatives, applicant interview process, stakeholder engagement, service day and event participation and cross-departmental committees as needed to ensure site-wide goals are met.
Attend whole site events like Opening Day, MLK Day, Women’s Leadership Luncheon, Graduation, Basic Training Academy, and other site-wide designated events.
Benefits
Full time employees will be eligible for all benefits including vacation and sick days and organization holidays. You may participate in all benefit programs that City Year establishes and makes available to eligible employees, under (and subject to all provisions of) the plan documents that govern those programs. Currently, City Year offers medical, dental and vision, life, accidental death and dismemberment and disability coverage, Flexible Spending Accounts (FSA), other benefits including 401(k) plan(s) pursuant to the terms and conditions of company policy and the 401(k) plan document. For more information, click here.
Employment at City Year is at-will.
City Year does not sponsor work authorization visas.
COVID-19 Notice
sincerely-held religious beliefs, we will consider requests for reasonable accommodation consistent with our policy, and where we are able to provide such accommodations without undue hardship to the organization pursuant to applicable law. Notwithstanding any language herein, City Year will comply with any state, local, or federal orders, statutes, or regulations that may conflict with the COVID-19 vaccination policy.
*Individuals are considered fully vaccinated 14 days after the completion of their primary vaccination series.
