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We are seeking a highly organized, strategic, and tech-forward Executive Program Manager / Chief of Staff to work directly with the Director of the Clean Cities Campaign. Sitting at the center of the Clean Cities’ team leadership, you will serve as the Director’s operational right hand: prioritizing attention, strengthening communication flows, translating strategy into executable plans, and ensuring that key initiatives across the organization run smoothly and on time. This role is ideal for someone who thrives in dynamic, mission-driven environments and who excels at amplifying the effectiveness of senior leaders, improving systems, and delivering seamless execution across a wide range of strategic, operational, and communications activities.
Job Responsibility:
Manage the Director’s digital communications: prioritizing messages, drafting responses, and ensuring timely follow-up
Oversee complex calendar and meeting management with foresight, coordination, and strategic awareness
Track commitments and follow-through from meetings
ensure actions are delivered across teams
Serve as a trusted liaison between the Director, Clean Cities teams and T&E departments
Maintain confidentiality and support the Director in navigating sensitive personnel and organizational matters
Lead and coordinate cross-cutting projects on behalf of the Director
from scoping and planning to implementation and milestone tracking
Support annual strategic planning cycles, including synthesizing priorities, creating timelines, and monitoring progress
Build simple, effective systems for workflow management, information flow, and process improvements across the organization
Develop dashboards, trackers, and reports that support data-driven decision-making and help the Director focus on what matters most
Identify bottlenecks early and propose solutions to increase team efficiency and reduce friction
Oversee administrative aspects related to grants, budgeting, and organizational processes, ensuring clarity and compliance
Support grant management: tracking deliverables, coordinating reporting timelines, and preparing narrative or budget inputs, as needed
Ensure smooth collaboration with T&E Finance on compliance, invoices, subgrants, and forecasting
Monitor budget utilization for key initiatives, flag variances, and support the Director in anticipating resource needs
Draft high-quality social media content, blogs, op-eds, speaking points, and presentation materials for the Director
Support management of external engagements, including event logistics, preparation materials, and follow-up communication
Prepare high-quality briefs, agendas, slide decks, speeches, and talking points for internal and external engagements, when necessary, based on input provided by experts on the team
Support the Director’s public profile in collaboration with the Clean Cities’ communications team, ensuring consistent and impactful messaging
Optimize use of digital tools: project management platforms, workflow automation, shared drives, dashboards, and communication tools
Introduce or refine systems that improve team-wide visibility, priority setting, and information flow
Maintain shared documentation, templates, trackers, and archives to support continuity and institutional memory
Requirements:
Minimum of 5 years’ experience working in advocacy, campaigning, public affairs or NGO sectors, ideally in a role where supporting a senior leader was a part of the job
Proven experience in executive support, project management, operations, or a similar role or transferable skills
Embrace a service mindset and take pride in enabling the success of others
Excel at project management, time management, and cross-team coordination
Communicate with clarity, honesty, professionalism, and warmth
both in writing and speaking
Like making documents, slides and communication material beautiful
Thrive in fast-moving, ambiguous environments and enjoy managing multiple priorities at once
Handle confidential information with discretion and maturity
Demonstrate strong judgment, ownership, and follow-through
Tech-literate, systems-oriented, and always looking for ways to improve efficiency
A team player and a people person with high energy and enthusiasm who loves receiving and giving feedback