The Finance and Talent Assistant will play an essential role in the success and function of the Finance and Human Resource teams. You will provide direct support (50%) to the Chief Officer, Finance and Talent and will frequently represent her and the organization as a whole through verbal and written communication with staff, leadership, board members, major donors, and the public.
You will also provide administrative support to the Finance and Human Resources teams that fall under her leadership. You will join a dedicated and close-knit team of professionals and will have a front row seat to the structures and operations that make up a successful social justice, non-profit enterprise.
Who you are:
You are an organized, calm, proactive, dedicated, intuitive, thoughtful, and accurate individual. You are solution-oriented and excel at juggling multiple priorities. You feel successful when others around you are successful, too. You are communicative and collaborative; you bring tact, diplomacy, and persistence to the workplace. Managing the calendar and priorities of the Chief Officer will require you to anticipate her needs and build relationships with others across the organization, while appropriately negotiating, prioritizing, and protecting the needs of the Finance and Human Resources teams.
You will manage a full stream of communications coming both in and out of these offices, and will play a crucial role in building and sustaining strong partnerships and collaborations throughout the organization and the broader community. You are proficient at taking notes and minutes, culling action items from meetings and following up on those items. You bring an upbeat, can-do attitude, a passion for learning and growth, and a desire to help build community within the team and the organization.
Who We Are: We are a collaborative and flexible team who provide support to each other when needed. We are customer focused and appreciate our role in supporting the work and mission of Facing History and Ourselves. We are able to pivot and adapt to changes and are good natured in our approach to shifting priorities. We value the strengths we each bring to our team. We deal with complex and confidential issues, and work to maintain professionalism and a good sense of humor, too.
Support for the Chief Officer, Finance and Talent (50%)
Manage the calendar for the Chief Officer, paying close attention to her daily schedule as well as monitoring her future schedule to ensure that meetings are re-prioritized as needed, and that she is prepared for all upcoming events and meetings
Manage emails and inbox of the Chief Officer. Elevate immediate needs and respond to less critical items on behalf of the Chief Officer.
Oversee task list and ensure timely completion of deadline oriented tasks.
Communicate in a kind, professional, and timely manner with internal and external stakeholders regarding scheduling and schedule changes, meeting prep and planning, prioritization of tasks, and understanding and managing expectations and deliverables expected from the Chief Officer.
Attend meetings, take notes, and manage pre-meeting and follow-up as needed
Draft memos, emails, and other communications for the Chief Officer
Manage administrative tasks including but not limited to: requests for Certificates of Insurance, requests for lawyer review of contracts, obtaining signatures for contracts and grant agreements
Other finance related duties as assigned
Support for the Human Resources Team (50%)
Assist with HR operational duties including but not limited to: ordering of business cards, maintaining Finance and HR portals on Intranet, tracking of HR activities, ensuring of accurate Staff files
Ensure job postings are consistent and up to date with accurate organizational language
Support recruitment by posting open positions on key sites
Assist with benefits filing and various Staff mailings
Help to manage life cycle and personal events for Staff - e-greetings for Staff birthdays and anniversaries, sending care packages and Staff gifts when appropriate
Manage reimbursements and assist with processing check requests and payments.
Essential Skills and Qualities:
BA/BS or equivalent
Relevant work-study, internship, or professional experience, ideally involving project coordination in a nonprofit context
Understands and embraces the critical role administrative coordination and support plays in the success of senior staff and the organization as a whole
Demonstrated ability to manage multiple priorities, projects, and tasks
Proactive self-starter; strong attention to detail; experience working in a busy environment a plus
Solutions focused individual who is comfortable asking questions, searching for answers, and gaining clarity when needed
Strong problem-solving skills
Experience and comfort level working with multiple leadership styles; ability to “manage up” when needed
Interest in and ability to articulate the mission of Facing History and Ourselves
Excellent communication, listening, and organizational skills; sense of humor is a plus
Excellent computer skills, including experience with the Google suite; experience with Salesforce or CRM databases a plus
Excellent judgment and ability to anticipate and quickly prioritize; demonstrated experience taking initiative and being proactive; confident and unflappable.
Ability to work independently and as a member of a team
Full Time Benefits: In addition to meaningful and rewarding work, Facing History provides an excellent and competitive compensation and benefits package including medical, dental, vision, life & long-term disability insurance, a 403(b) program, generous paid time off, an employee assistance plan & a travel assistance plan, pre-tax Transit-pass program, flexible spending health care and dependent care accounts, 4 voluntary Aflac plans, and a friendly work environment.
Facing History proudly values diversity. To read our full statement on diversity, please follow this link from our careers page. We are an Equal Employment Opportunity Employer.
Founded in 1976, Facing History and Ourselves is an international non-profit education organization headquartered near Boston, Massachusetts. Our mission is to use the tools of history to challenge teachers and their students to stand up to bigotry and hate. By studying the historical development and lessons of key moments in modern history, students make the essential connection between history and the moral choices they confront in their own lives.