Executive Assistant to the Vice President for Communications

New York, NY

Overview of AJWS

American Jewish World Service (AJWS) is the leading Jewish organization working to promote human rights and end poverty in the developing world. AJWS advances the health and rights of women, girls and LGBT people; promotes civil and political rights; defends access to food, land and water; and aids communities in the aftermath of disasters. We pursue lasting change by granting approximately $40 million annually to more than 500 grassroots and global human rights organizations in Africa, Asia, Latin America and the Caribbean and by mobilizing our community in the U.S. to advocate for global justice. Working together, we strive to build a more just and equitable world.

Overview of Division

The Communications Division deploys strategic communications and marketing to tell the story of AJWS, highlight its impact and that of its grantees, and inspires American Jews and others to stand up for the human rights of people in the developing world and to support AJWS. The Division coordinates communications and content across AJWS’s multiple platforms, including its website, social media, blogs, email communications and paid advertising. Among the Division’s tools are audience research, message development, branding, creative design, digital communications, publications, media relations, etc.

Job Summary

American Jewish World Service (AJWS) has an exciting opportunity for a dynamic, motivated and thoughtful individual with excellent organizational and operational skills to provide direct administrative support to the Vice President for Communications in his day-to-day work. This includes the management of his day-to-day calendar, meetings and list of priorities. The position also includes administrative support for the Division as a whole.

The individual must be proactive and take initiative in identifying problems and devising solutions and must have robust interpersonal skills to help implement those solutions with a strong sense of judgment, discretion and tact. Finally, this individual must desire and feel comfortable working in a fast-paced office environment, which will not always conform to the standard hours of a conventional workday. This position has a sizable administrative component, making strong organizational skills and attention to detail essential.

The ideal candidate for this position will also have a deep commitment to human rights, a keen mind, high energy and the ability to focus on details while prioritizing and completing multiple tasks in a skillful and timely fashion.

Responsibilities

Responsibilities include but are not limited to:

  • Manage a busy calendar, schedule and prioritize appointments, and make travel arrangements for international and domestic travel;
  • Manage, prioritize and improve the vice president’s work flow, including monitoring deliverables and deadlines for the vice president;
  • Organize all meetings and materials for the vice president and the Communications Division;
  • Manage and improve systems on a proactive basis to enable the vice president to work more efficiently;
  • Take minutes at meetings and prepare and distribute next steps for follow up;
  • Perform necessary administrative functions, including preparing monthly expense reports and ordering supplies;
  • Assist in recruiting, hiring and managing the Communications Division interns;
  • Receive and screen all incoming calls and/or visitors to the vice president’s office and ensure appropriate follow-up to requests;
  • In the vice president’s absence, monitor all communications and forward to the designated second-in-command as needed;
  • Collaborate with the Division’s project manager and the vice president to maintain the vice president’s budget, and assist in managing the Division’s budget;
  • Work collaboratively with executive and program assistants to other AJWS executives to support the work of the executive team and the senior team;
  • Organize special events (i.e. all staff meetings, senior team retreats etc.) selecting venues, working with vendors, scheduling meetings, preparing materials and ordering food;
  • Execute special projects as needed;
  • Organize and maintain paper and electronic files.

Qualifications

  • Exceptionally organized, detail-oriented and able to manage multiple complex tasks;
  • Flexible work style with the ability to work under tight deadlines and with shifting priorities;
  • High level of professionalism with the ability to maintain sensitive and confidential information;
  • Experience managing a budget and working with detailed financial information is key;
  • Proficiency with administrative and operational work order systems;
  • BA/BS or equivalent degree required and 2+ years of experience providing administrative or other kind of support in a dynamic, high-energy environment;
  • Experience in communications, nonprofit sector, operations and finance support a plus.
  • Excellent writing and proofreading skills;
  • Track record of demonstrating sound judgment by making appropriate decisions and knowing when to take initiative;
  • Substantial knowledge of Microsoft Office applications, particularly Excel;
  • Pleasant demeanor with exceptional interpersonal skills and a sense of humor;
  • Willingness to work late evenings and some weekend hours, when needed;
  • Commitment to human rights and issues of global social justice.

Additional Considerations:

People of color; lesbian, gay, bisexual, intersex, trans and gender non-conforming people; women; and differently abled people are encouraged to apply. We also encourage applications from people of diverse religious, spiritual and cultural backgrounds.

Authorization to work in the US is required.

How to Apply

For immediate consideration, click on the link to apply below. Applications submitted without a resume and personalized cover letter will not be considered.

We thank you for your interest in career opportunities with AJWS. Due to high volume, only those candidates selected for an interview will be contacted. No phone calls please.