Executive Assistant

Executive Assistant

About Sandy Hook Promise 
Sandy Hook Promise (SHP) is a national nonprofit organization with a mission to end school shootings and create a culture change that prevents violence and other harmful acts that hurt children. Through its life-saving evidence-informed Know the Signs prevention programs, SHP educates and empowers youth and adults to recognize, intervene, and get help for individuals who may be socially isolated and/or at risk of hurting themselves or others. SHP is a moderate, bipartisan organization that supports sensible policy solutions that address the human side of gun violence and make schools safer.  
 
SHP is led by several family members whose loved ones were killed in the tragic mass shooting at Sandy Hook Elementary School on December 14, 2012.  
 
Commitment to Racial Justice, Equity, Diversity, and Inclusion  
SHP strives to ensure its culture and work environment reflects the values of race, diversity, equity, and inclusion (REDI) and is responsive to the views and issues of the diverse communities with which we live and work. SHP encourages individuals who have demonstrated a commitment to equity and inclusion to apply.   

Location 
We are a U.S. based organization and most of our staff work remotely. This role will require minimal travel (<10%). Applicants must live in the Eastern or Central regions of the USA. 
 
About the Role 
The Executive Assistant will support the Chief Operating Officer (COO) and the Chief Advocacy Officer (CAO) by managing schedules, scheduling meetings with both internal and external stakeholders, booking travel, processing expenses, and supporting on additional projects as needed. Time will be split evenly between both roles.  

Job Responsibilities Include (but are not limited to) 

• Coordinate and schedule meetings/events with internal and external stakeholders. 
• Book travel arrangements as needed. 
• Track action items and follow up after meetings. 
• Prepare briefings for external meetings. 
• Manage calendars by setting reminders and scheduling appointments. 
• Complete and submit expense reports. 
• Draft thank-you notes post-meetings. 
• Take detailed meeting minutes and ensure proper documentation as needed. 
• Manage and track data effectively. 
• Manage membership and contact information for key partners and advisory groups (Media Advisory Board, etc.) 
• Plan and manage all aspects of offsite meetings (including location, hotel, food & beverage, A/V logistics) for internal and external meetings (MAB, team meetings, etc) 
• Assist the COO in calendar management for the overall organization and Senior Leadership teams on operational and planning needs (annual planning, quarterly reviews, monthly Board updates, etc. 
• Collaborate closely with other Executive Assistants to support complex scheduling across the organization. 
• Perform additional tasks as needed to support the organization's objectives. 

Desired Skills and Experience 

• Over 3 years of experience in administrative roles, with a strong background supporting C-suite executives and working in fast-paced, multi-stakeholder environments across different time zones. 
• Highly tech-savvy with advanced proficiency in Microsoft tools for email and scheduling, along with the ability to quickly adapt to new systems and technologies. 
• Exceptional attention to detail and time management skills, with the ability to prioritize, meet deadlines, and anticipate challenges effectively. 
• Excellent verbal and written communication skills, with the ability to engage clearly and professionally with both internal and external stakeholders. 
• Collaborative team player with a focus on finding solutions and working effectively with others. 
• Strong decision-making abilities, with sound judgment and the ability to escalate concerns and propose alternative solutions when needed. 
• Capable of working independently or as part of a team, maintaining confidentiality, integrity, and discretion at all times. 
• Basic understanding of data literacy, with a willingness to use and reference data when necessary. 
• Strong commitment to Sandy Hook Promise’s mission and goals. 
• Proven dedication to integrating race, equity, diversity, and inclusion principles. 
• Performs other duties as required. 
• Strong preference for candidates located in the Eastern or Central time zones.

Additional Instructions 

• Internal applicants must submit their applications by Monday, April 7 2025. Please contact your assigned HR rep once you have applied.  
• All other applicants can submit an application using this form through Friday April 18, 2025. 

Benefits and Salary Range 
The salary range for this position is $55,000 - $65,000. 
(SHP follows a strict internal rubric to help guide salary placement and ensure equitable pay amongst new hires and current staff. New hires should expect to be brought on at the start of the range, except in extenuating circumstances.) 

• SHP offers a competitive benefits package, including: 
• Unlimited PTO 
• Flexible schedules 
• Paid holidays and 10 days sick leave 
• Paid parental leave 
• Health, dental, and vision 
• Employer paid life insurance and short- and long-term disability 
• 401k match 
• Professional development stipend 
• Wellness & mental health support 
• Employer Paid Employee Assistance Program. 

Our organization operates within a distributed workforce, allowing for location flexibility across the country for most positions. We provide remote office support for all staff, which includes a laptop, home office reimbursement, monthly Wi-Fi reimbursement up to $40, and monthly cell phone reimbursement up to $50.   
 
Equal Opportunity Employment  
SHP is proud to be an equal opportunity employer. We strive to be an employer of choice: where a diverse mix of talented people want to come and do their best work. All applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status, or any other protected characteristic. We are focused on promoting diversity, multiculturalism, and inclusion and believe deeply in having a workforce comprised of people of all beliefs and backgrounds who seek to prevent gun violence and stop the tragic loss of life. Members of all under-represented groups are encouraged to apply.