Wednesday, 19 April 2017 14:53

Assistant to the Executive Director

Sponsoring Organization

NoVo Foundation



New York, NY


Until Filled



The Foundation

NoVo Foundation acts from the original meaning of philanthropy: the love of humanity. The

Foundation is dedicated to catalyzing a global social transformation away from current cultures

of domination and their reliance on hierarchy, violence and the subordination of girls and


NoVo believes a new code of behavior is possible, where we are all linked and not ranked. We

envision a balanced world that’s governed by principles of mutual respect, collaboration and

civic participation, and that our contribution is to help create the conditions for that new code

to arise, and inspire others to join them. We seek pivot points in society – such as adolescent

girls and local economies – where support and resources can have long-lasting and wideranging

positive impact. We see violence against girls and women as a fundamental enforcer of

oppression, and work to eradicate its presence.

The scale of these ambitions guides our investment strategies. Ours is both risk capital and

patient capital; experimentation and new thinking are critical paths forward. Seeing the world

as it is, and as it could be, inspires our voice. Through all of our activities we try to illuminate

the possibility of a new paradigm, gather evidence of its existence and establish pathways for

its manifestation. As our website states, we “are humbled and honored to contribute to

building a world based on peace, compassion, justice and love.”

Jennifer and Peter Buffett are the co-presidents of the Foundation and have articulated the

vision and values that guide its work.

For further details about the mission and vision of the NoVo Foundation please visit

The Position

The Assistant to the Executive Director reports directly to the Special Assistant, provides highlevel

support to the Executive Director, works closely with other Foundation staff, and manages

special projects as needed.

Key Responsibilities

In support of the Executive Director, the Assistant will:

• Complete a broad variety of high-level administrative tasks for the Executive Director


including: managing an extremely active calendar of appointments and coordinating with others’ calendars as needed; arranging travel plans, itineraries, and agendas; and

compiling documents for meetings and travel;

• Assist the Executive Director in meeting and presentation preparation and follow-up,

including researching related information as needed;

• Develop and maintain filing system for the Executive Director’s office;

• Coordinate special events and meeting logistics for Executive Director; including booking

travel, accommodations, and other related preparation and event planning, in

collaboration with other foundation staff and partners;

• Collaborate with Special Assistant to keep the Executive Director informed of upcoming

commitments and responsibilities, following up appropriately. Assist in maintaining an

active list of tasks to be completed;

• Draft and proof-read correspondence, as assigned;

• Prepare expense reports and help manage the flow of operational needs including

payment approvals, invoices, and contracts;

• Participate in and record notes of internal meetings and select meetings with current

and prospective grantee partners;

• Provide general administrative support for the office of the Executive Director as

needed, including drafting, editing, scanning, copying and filing; and

• Collaborate with Special Assistant to support the Executive Director in establishing,

maintaining and managing productive relationships with important stakeholders such as

fellow funders and public sector partners.


We are seeking candidates with the following academic credentials, professional background,

and skills.


• Bachelor’s degree in a field relevant to the skills and/or knowledge that would benefit

the Foundation’s grantmaking.


• Minimum two to three years of administrative experience in a fast-paced, professional

office environment coordinating projects, performing complex scheduling, and writing


• Experience preferred in a nonprofit, grant making, advocacy, or social justice


• Familiarity, passion, and demonstrated commitment to advancing NoVo’s mission.


Core Competencies

• Highly motivated, organized and detail-oriented self-starter with problem solving

abilities, flexibility and resourcefulness.

• Excellent written and verbal communication skills (in person, via e-mail, and on


• Ability to handle complex schedule management.

• Experience organizing complicated domestic and international travel and associated


• Methodical, swift, dynamic and accurate in the execution of all responsibilities.

• Ability to simultaneously manage multiple projects while maintaining a firm grasp on

individual project details.

• Ability to thrive in a fast-paced, team-oriented, deadline-driven environment.

• Demonstrated ability to consistently go above and beyond all tasks assigned to meet

objectives and deliverables.

• Responsible with a deep sense of dedication, reliability and dependability. Excellent

research skills.

• Comfort with quantitative data, budgets, and financial information.

• Positive and friendly disposition.

• Ability to handle confidential information with complete discretion.

• High proficiency in Microsoft Office and Mac applications. Experience with Salesforce

and Concur a plus.

• Internal and external customer service orientation and flexibility.

• Ability to take initiative and function independently.

Must have excellent judgment, tact, initiative, creativity and critical thinking.

Note: This description is a guide to the primary duties and functions of the job, not an allinclusive

list of responsibilities, qualifications, physical demands, and working conditions.

Position descriptions are reviewed and may be revised to meet the changing needs of NoVo

Foundation at the sole discretion of management.

Compensation and Culture

NoVo offers competitive salaries, excellent benefits, generous vacation, and a pleasant working

environment. The Foundation employs a small staff and is dedicated to promoting an

environment of collaboration and workplace flexibility.

NoVo deeply values diversity and is committed to the recruitment and retention of individuals

of underrepresented backgrounds including with regard to gender, race, religion, and sexual




Application Process

For employment consideration, the optimal way to contact us is via e-mail. No phone calls

please. All applications must include:

• Resumé

• Thoughtful cover letter (explaining your interest in and qualification for the position and

how you became aware of this opportunity: job portal, referral, etc.)

• Salary requirements (must specify actual amount or range)

• One writing sample (between 2 and 5 pages maximum, attached in PDF format)

E-mail applications to with subject line: Executive Assistant/YOUR NAME.

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