Special Assistant, External Affairs

Job Title: Special Assistant, External Affairs

Department: External Affairs

Location: Remote/Virtual with ability to meet in person as needed - Preference to candidates in the Fairfield County, Connecticut region

Reports to: CEAO, dotted line to EVP-CBM

Classification: Exempt

Position type: Full-Time Employee

Pay Band: $54,290 - 73,451

Blue Star Families

Blue Star Families is a growing non-profit (Military Service Organization (MSO)) with a history of delivering innovative solutions. We're the team that senior DoD leaders seek out when they want ground truth on issues facing our military families. Our team members are motivated individuals that help each other do remarkable things for military families to bridge the civilian-military divide every day. We deliver first-class solutions that transform the military experience for military family members. We operate in an agile arena where great minds come together to make life better for military members and their families. We focus on data-driven insights while understanding the value of spirited storytelling. And we do all this in a highly flexible, virtual environment with great benefits! Our diverse and inclusive environment fosters a sense of belonging among our team resulting in innovative and creative decision-making.

Are you ready to make a difference for the families of those who serve our great nation? We are the ideal match for the innovator, the out-of-the-box, strategic thinker who understands the value of social impact.

General Description

The Special Assistant, External Affairs will provide administrative support for both the Blue Star Families' Chief External Affairs Officer (CEAO) and the Executive Vice President, Communications and Brand Marketing (EVP-CBM). He/she will be responsible for day-to-day oversight and implementation of administrative matters and may independently coordinate a broad range of projects and administrative services.

• Although this is a remote position, the Special Assistant, External Affairs must work Eastern Standard Time (EST) business hours. Preference will be given to candidates in the Fairfield County, CT region.

Key Job Functions

• Maintains accurate up-to-date calendars; alerts to upcoming important meetings and commitments; schedules meetings
• Coordinates travel schedules and arrangements
• Process invoices, expense reports, and other operations requests
• Monitors and flags emails and chat messages for tasks requiring action or follow-up
• Coordination of internal and external executive meetings/calls
• Draft reports, emails, presentations, and other communications on behalf of the CEAO and EVP- CBM in the appropriate voice and style of writing, and in alignment with the Blue Star Families mission
• Assist with project management tracking as needed
• Ensure and execute on follow-on actions, preparing communications, assignments, presentations
• Provides assistance and responds to verbal and written requests for information
• Plan, organize, and coordinate meetings, conferences, and events
• Prepare meeting agendas, take minutes, and follow up on action items as necessary
• Assist with special projects, research, and initiatives as assigned by the executives.
• Create and maintain records within Customer Relationship Management (CRM) systems
• Ability to multi-task, understand priorities, and balance workload to ensure tasks are completed on-time
• Maintain a professional and courteous demeanor when dealing with all stakeholders, both internal and external
• Regularly meet with the CEAO and/or EVP-CBM in person (approximately once per week)
• Act as a liaison between the External Affairs office and other departments, fostering effective communication and collaboration.
• Other duties as assigned

Required Experience, Skills, Background

• 2-4 years of related administrative experience
• Bachelor's degree in a relevant field or comparable work experience
• Self-starter and creative thinker
• Proficiency with Google Workspace
• Familiarity CRM's and Project Management Software, or willingness learn quickly
• Excellent written and verbal communication skills
• Attention to detail, critical thinker, and problem solver
• Ability to continue in a positive direction while handling adversity and showing the ability to solve problems quickly and effectively
• Experience handling ambiguity; ability to make informed decisions that are in the best interest of the organization
• Public speaking and presentation experience
• Out-of-town, overnight travel may be required on an as needed basis
• May be required to work nights, weekends, and holidays as necessary to carry out key job functions
• Ability to lift and carry supplies and equipment up to 30 lbs

Desired Experience, Skills & Background

• Experience working in a remote/virtual team
• Experience providing administrative support to C-Suite/Executive level individuals
• Familiarity with Salesforce, and Hive
• Familiarity with the military lifestyle; knowledge of Military and Veteran Service Organizations (MSO/VSO)

More About Blue Star Families

Blue Star Families empowers military and Veteran families to thrive by connecting them with their civilian neighbors — both people and organizations — to create strong communities of mutual support. We believe we're all stronger when we take care of one another.

Our groundbreaking research is raising the nation's awareness of the unique challenges of military family life. With the help of neighbors across the country, Blue Star Families is overcoming the isolation and alienation of frequent moves, deployments, and reduced support from the government. Our innovative programs are solving specific challenges for military families, including fighting economic insecurity with resources that foster spouse career development, creating family strength with rich family programming, and providing critical peer support for caregivers, whose numbers are only increasing.

Blue Star Families is a registered 501(c)(3) nonprofit organization.

EEO Policy

Blue Star Families is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

Why Blue Star Families?

• Virtual/remote nonprofit organization that moves with you (position specific)
• Career growth opportunities
• Excellent benefits (403(b) with matching, Flexible Spending, Life Insurance, Short-Term Disability, Communications Allowance, and more)
• Permanent Change of Station (PCS) Leave for Active Duty Military Spouses
• On-the-job professional development training
• Front-line opportunity to positively impact the military experience
• Competitive salaries
• Workplace flexibility