Special Assistant



Special Assistant New York City, New York

Title: Special Assistant

Job Type: Permanent

Primary Location: New York City, New York

The Challenge:

Vignetic is looking for a Special Assistant who will have the critical role of assisting the ED with a wide range of tasks and projects that support the ED’s and the organization’s efficiency and effectiveness.

Roles & Responsibilities:

  • Support ED with optimizing schedules and other administrative tasks
    • Schedule meetings for and on behalf of the ED
    • Brief ED on upcoming week and meetings; resolve calendar conflicts; help ED optimize calendar to balance internal and external meetings, as well as focus blocks
    • Identify key deadlines/milestones and flag items for follow up
    • Book travel and coordinate travel logistics, including travel to and from local meetings
    • Help prepare and process expense reports, vendor invoicing paperwork, and purchase requisitions, including monthly expense reconciliation and on-demand expense reports, when needed
    • Help monitor and manage ED’s email and LinkedIn accounts
    • Assist with ED’s office set up and optimization, including coordinating with IT to implement new technology and hardware, filing, etc.
  • Assist ED with special projects
    • Special projects will span several areas, including:
      • Annual and quarterly planning – Assist ED with coordinating and documenting the planning process across multiple teams (e.g., operations, business engagement, marketing, fundraising, etc.) and with managing and communicating annual/quarterly plan timelines/deadlines and updates
      • Organizational culture – Support the ED and other leaders with coordinating committees on organizational values, norms, rituals, operating principles, etc. and integrating these aspects of organizational culture into the day-to-day operations of the organization
      • Board meetings – Assist the ED with Board meeting planning and preparation, including preparing agendas and other meeting materials
      • Donor and Partner relationship management – Support the ED with organizing and executing donor and partner communications and cultivation action items
    • Create project plans in Excel and project management apps
    • Create PowerPoint presentations and draft memos
    • Create and document processes and procedures as requested
    • Track and update project timelines and statuses to completion
  • Support ED with internal and external meetings and presentations
    • Prepare the ED for internal and external meetings, i.e., conduct research, prepare documents, and manage meeting logistics, e.g., booking conference rooms, ordering food/refreshments, ensuring AV equipment is appropriate for meeting format, etc.
    • Help prepare ED for public speaking engagements – research and draft talking points and answers to presenter questions
    • Prepare agendas and take minutes for weekly staff meetings and Board meetings
  • Assist other team members with tasks and projects at the request of the ED


  • Bachelor’s degree; 3.0 GPA or above
  • At least 1 year of work experience at a high-performing, fast-paced organization
  • Proficient in Outlook, SharePoint, and PowerPoint
  • Skilled in using Excel to create basic financial spreadsheets and basic project management spreadsheets
  • Strong proficiency with Virtual meeting platforms: Zoom, Microsoft Teams, etc.
  • Comfortable navigating web-based applications and learning new apps and programs

Skills & Qualities

  • Passion for ESG, social justice, economic justice, and employee ownership
  • Excellent verbal and written communication skills
  • Excellent project management skills: ability to organize and execute multiple projects and track numerous details on an autonomous, proactive, and timely basis
  • Ability to work at a face pace and manage multiple and changing priorities while maintaining a flexible, positive, and professional attitude
  • Exceptionally detail oriented, precise, and organized
  • Self-starter with initiative, follow through, and the ability to think ahead, anticipate needs, and problem solve independently or escalate with discretion
  • Highly collaborative team player who is flexible, adaptable and has high capacity for growth; ability to shift from administrative tasks to more strategic projects; must have a “no task too big or too small” attitude
  • High level of professionalism and decorum; excellent judgment, discretion, and ability to maintain confidentiality


Tagged as: Special Assistant