Special Assistant to CEO & Founder

New York City /
Moms First /
/ Hybrid
Moms First, formerly Marshall Plan for Moms, is a national, non-profit organization transforming our workplaces, our government, and our culture to enable moms in America to thrive. Our grassroots movement of more than 750 million moms and supporters is dedicated to advancing women’s economic freedom, uplifting the vital work of moms in our society and building the power to win the public and private sector investments moms need and deserve, including child care, paid leave, and equal pay. The organization is housed within the non-profit Girls Who Code and founded by Reshma Saujani, a long-time advocate for women’s economic empowerment.

Moms First is seeking a highly motivated and organized Special Assistant to the CEO and Founder. In this critical role, you will work closely with the CEO and Founder, providing comprehensive administrative, strategic, and operational support to ensure the smooth functioning of the organization. The ideal candidate is a proactive, adaptable individual with exceptional communication and organizational skills, strong attention to detail, and a passion for the mission of Moms First.

This is a full-time, hybrid position based in New York City.

Key Responsibilities

    • Provide high-level administrative support to the CEO and Founder, including managing calendars, scheduling appointments, and coordinating meetings in partnership with a remote executive assistant.
    • Coordinate with all members of the team to ensure CEO has all briefing materials and meeting preparation in a complete, organized, and timely manner
    • Organize and prepare for meetings by conducting research and preparing reports, briefs, and summaries on various topics as requested by the CEO and Founder. Attend meetings as needed and take and distribute meeting notes, including delegation of next steps to appropriate stakeholders.
    • Act as a liaison between the CEO and Founder and internal/external stakeholders, maintaining positive and professional relationships.
    • Manage and prioritize incoming communications, including emails, phone calls, and mail, ensuring timely responses and appropriate follow-up actions.
    • Create an organized system of tracking, monitoring, and prioritizing tasks and projects
    • Handle confidential and sensitive information with utmost discretion and maintain a high level of confidentiality at all times.
    • Assist in the planning and execution of special events, conferences, and fundraisers, ensuring smooth operations and successful outcomes.
    • Collaborate with cross-functional teams to facilitate effective communication and coordination within the organization.
    • Conduct background research and compile information for speeches, presentations, and public appearances.
    • Circulate documents (e.g. contracts, policies, and request forms) to ensure appropriate parties are copied on the pertinent documents and to acquire necessary approvals
    • Compile and process expense reports and vendor payment requests accurately and by the deadline
    • Perform other duties and responsibilities as assigned by the CEO and Founder.

Qualifications and Experience

    • 5+ years' experience supporting an executive leader of an organization; preferably during a growth period with increasing scope and complexity 
    • Outstanding project management skills, excellent in managing shifting timelines and priorities, able to accurately and thoroughly follow-through, able to manage multiple projects and meet deadlines
    • Impeccable judgment and ability to handle confidential information
    • Results-oriented: creative and tenacious in accomplishing tasks, positive and calm attitude with inclination to view problems as challenges and enjoy finding solutions
    • Strong ability to work proactively and take initiative
    • Superb organization and prioritization skills; high attention to detail
    • Ability to view the larger picture and strategize how to continuously improve systems
    • Excellent oral and written communication skills; strong ability to diplomatically manage interactions with individuals at all levels and job functions both inside and outside of the organization
    • Highly proficient with Google Suite; eager and capable of learning new software and systems
    • Committed to the mission of finishing the fight for women’s equality and the values of diversity, equity and inclusion
$78,000 - $109,000 a year
Compensation transparency statement:
The wage range for this role takes into account the wide range of factors that are considered in making compensation decisions including but not limited to skill sets; experience and training; certifications; and other business and organizational needs. At Girls Who Code, it is not typical for an individual to be hired at or near the top of the range for their role and compensation decisions are dependent on the facts and circumstances of each case.
Moms First is committed to creating and maintaining a workplace environment that allows employees to be engaged, productive and successful.

We value our team members and offer employees a broad range of benefits to round out our total compensation package. Our ambitious, high impact, and supportive culture allows people to do their best work every day. We offer policies and programs that encourage balance and support health and well-being, and we are always looking for new ways to maintain a culture where our people excel and lead healthy, happy lives. Our competitive compensation and benefits package includes generous PTO, 3 medical insurance plans (including one fully funded by the org), vision, dental, 401(k) with match, hybrid work, virtual days, paid parental leave, medical flexible spending plans, life insurance, short and long term disability.

Moms First is committed to building a truly diverse and inclusive organization with a focus on valuing, serving, and understanding our target constituents, while challenging all stakeholders to think inclusively for the betterment of our programs.

Moms First is an equal opportunity employer committed to a policy of equal treatment and opportunity in every aspect of its hiring and promotion process without regard to race, color, creed, religion, sexual orientation, partnership status, gender and/or gender identity or expression, marital, parental or familial status, national origin, ethnicity, veteran or military status, age, disability, or any other legally protected basis. Racial and ethnic minorities and men are encouraged to apply for vacant positions at all levels. GWC is not able to sponsor employment visas.