Full Time

Executive Assistant

Combined Jewish Philanthropies 126 High Street, Boston MA

Passion. Purpose. Impact.  CJP is at the heart of Greater Boston's Jewish community, but our reach is felt around the world. We bring together the resources, volunteers, leadership, and expertise to care for people in need, advocate for Israel, and ensure a vibrant Jewish future. Together, we're helping struggling families find financial stability, making Jewish learning relevant and inclusive, connecting the next generation to Jewish life, and so much more.  Our greatest resource is our people — the staff, volunteers, partners and leaders who help make Greater Boston’s Jewish community a welcoming home. It’s this energy and commitment that drive CJP’s mission. We are one of Boston's oldest and most respected philanthropic organizations and we are currently seeking an Executive Assistant.

 

The primary role of the Executive Assistant is to provide support for the SVP, Strategy and Impact and the AVP, Strategy and Impact. The Executive Assistant also provides ongoing administrative support for the executive office requiring extensive exercise of independent judgment.  S/he regularly handles complex assignments, while maintaining a high level of professionalism, communication, and confidentiality in interactions with Executive Team (ET), Leadership Team (LT), staff, outside agencies, volunteer leadership and major donors requiring discretion, judgment, tact, and diplomacy. 

 

ESSENTIAL FUNCTIONS:

  • Provides professional administrative support to the SVP including extensive material development and follow-up for internal and external meetings
  • Provides sophisticated calendar management for the SVP and the AVP
  • Tracks SVP deliverables and ensures the SVP is prepared for meetings in advance
  • Provides daily meeting preparation for the SVP, including ensuring she has the appropriate materials at her disposal and then ensures materials are promptly filed appropriately
  • Provides administrative support in the planning and execution of the Commission on Strategic Priorities meeting, including scheduling, meeting logistics and preparation, communication with volunteer leadership, and other support as needed.
  • Provides administrative support for critical operational activities across the department, including grant management and administration (utilizing grant management software and systems), preparing grant notification letters, large meeting coordination/scheduling, and other support as needed.
  • Support Strategy & Impact department operations, including the planning and execution of department meetings and communication across the department.
  • Attends meetings with the SVP as appropriate
  • Serves as principal liaison between SVP, and ET, LT, and staff
  • Provides administrative support to the AVP, including tracking of deliverables and ensuring coordination of priorities and deadlines between the SVP and the AVP
  • Coordinates and schedules meetings and events; manages various projects and proposals, and performs other tasks as needed
  • Manages/tracks expenses and prepares expense reports for SVP and AVP
  • Provides administrative and operational support for discreet initiatives within CJP
  • Provides document management
  • Other duties as assigned with or without accommodation.

 

MINIMUM REQUIREMENTS:
 

Education:

  • BS/BA degree or equivalent business experience
  • 7+ years of professional administrative support with a minimum of 3 years supporting C-level executives
  • Ability to demonstrate discretion in handling confidential data and dealing with high level executives.
  • Experience in an institution with significant philanthropy is highly desirable

Experience:

  • 7+ years of professional administrative support with a minimum of 3 years supporting C-level executives
  • Ability to demonstrate discretion in handling confidential data and dealing with high level executives.
  • Experience in an institution with significant philanthropy is highly desirable

Skills/Qualifications:

  • Demonstrated strong organizational skills, project management, time management skills and attention to detail with the flexibility to effectively manage multiple and competing priorities in a fast-paced working environment and with short turnaround time
  • Excellent computer skills and advanced Microsoft Office Suite experience – specifically Word, Excel and PowerPoint
  • Professional interpersonal (written, listening and oral) skills and demeanor  
  • Desire to work in a fast-paced, customer-focused, entrepreneurial environment
  • Strong understanding of CJP internal organization or experience working inside a complex, matrixed organization
  • Familiarity with CJP lay leadership organization, Governance and Bylaws or related experience in another non-profit organization
  • Commitment to donor service
  • Ability to author and accurately proofread documents and correspondence
  • Ability to work on independent projects, manage multiple priorities and meet deadlines
  • Ability to exercise initiative and sound judgment and to respond resourcefully under varying conditions
  • Ability to maintain confidentiality
  • Aptitude for detail and commitment to accuracy and follow through
  • Proactive and creative problem solving approach
  • Ability to write internal communications
  • Occasional availability to work early morning or evening meeting
  • Ability to be flexible and adaptable to changes and shifting priorities

CJP offers that rare opportunity to tap your skills, talents, and experience to benefit a greater good while you grow professionally. You will work in a dynamic environment, with a diverse group of individuals who share your commitment and enthusiasm. Together, you will make a difference for Jews and non-Jews in Greater Boston and worldwide. We offer competitive salaries, comprehensive benefits and a collegial, family-friendly work and team environment.

 

For more information about CJP, go to www.cjp.org.

 

Please use this link to apply:  https://secure6.saashr.com/ta/6178095.careers?ShowJob=403054038
 

CJP conducts background checks as part of the hiring process.

 

CJP is an equal opportunity employer.People with disabilities, women, veterans, black, indigenous and people of color, and LGBTQ people are encouraged to apply.  Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.