Special Assistant to CEO and COO

Position: Special Assistant to the CEO and COO
Position Summary

The Special Assistant to the CEO and COO is Issue One's first dedicated full-time executive support role. A position designed to multiply leadership capacity and create space for strategic thinking. This role exists to ensure that the CEO and COO can focus on what only they can do while everything else runs smoothly in the background.

This is uncharted territory for the organization. The CEO and COO have operated without dedicated full-time support, which means they've developed their own systems and rhythms over time. The right person for this role won't just execute tasks; they'll help build the infrastructure for how executive support works at Issue One, train leaders on how to leverage this new capacity, and gently redirect old habits that no longer serve them well.

Success looks like two senior leaders who suddenly have bandwidth they didn't know was possible. Meetings happen with the right prep. Relationships stay warm. Commitments get tracked and honored. The CEO and COO make better decisions because they have better information at the right time. And the Special Assistant becomes indispensable not by being everywhere, but by making sure the right things happen without the CEO and COO having to think about them.

This role requires someone who can build systems from scratch, manage up with confidence and tact, anticipate needs three steps ahead, and operate with absolute discretion. You'll need to be comfortable coaching senior leaders on how to work with you, setting boundaries when necessary, and occasionally saying, "I've got this, you don't need to be involved." If you thrive on bringing order to chaos and making capable people even more effective, this role is for you.

Responsibilities

Executive Support & Calendar Management (50%)

* Manage complex calendars for CEO and COO, making judgment calls about priority, timing, and what requires their direct attention

* Serve as gatekeeper and air traffic controller, deciding what gets through, what gets delegated, and what gets declined

* Prepare executives for meetings with concise briefing materials, background research, and relevant context

* Manage executive inboxes with discretion, triaging messages and surfacing what matters most

* Draft and edit high-level communications and correspondence that reflect executive voice and priorities

* Coordinate travel logistics, including itineraries, briefing books, and on-the-ground support

* Track executive commitments and follow-through to ensure nothing falls through the cracks

* Build and refine systems for how the CEO and COO work with executive support, training them on how to leverage this new capacity effectively

Stakeholder & Donor Relations Support (20%)

* Support CEO donor engagement efforts, including meeting scheduling, donor engagement tasks, and follow-up

* Access and update contact databases and relationship records for key stakeholders in the CRM

* Coordinate logistics for donor meetings, including venue booking, transportation arrangements, briefing materials, and post-meeting follow-through

* Serve as liaison between executives and development team for seamless coordination

Board of Directors Support (15%)

* Support the COO in managing the Board of Directors, serving as administrative liaison for planning and execution of quarterly board meetings

* Serve as Onboard platform administrator, maintaining board portal, uploading materials, managing access, and ensuring all board communications flow through the system

* Coordinate all meeting logistics, including scheduling, venue, catering, materials preparation, and on-site technology

* Assist with preparation of board materials, including CEO report, slide decks, agendas, and supporting documents

* Organize and distribute board materials through Onboard, ensuring timely access for all board members

* Maintain board member information in Onboard and other systems, including contact preferences, dietary needs, and engagement history

* Support planning for board dinners, retreats, and special events

* Track board action items and follow-up to ensure completion

Strategic Coordination & Organizational Support (15%)

* Work with executive…