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Job Description

Passion. Purpose. Impact. CJP is at the heart of Greater Boston's Jewish community, but our reach is felt around the world. Ranked by BBJ as Massachusetts’ largest non-profit organization – CJP is a philanthropic investor and mobilizer of people, resources, and skills that make a bigger difference locally and globally.

The Executive Assistant is a critical partner for the Chief Philanthropy Officer (CPO) serving as a face of the Development Team and primary point of contact with all stakeholders, helping to ensure that the Chief Philanthropy Officer is as effective a leader as possible. The ES effectively manages the CPOs heavy calendar, responds in a timely manner to key stakeholders and regularly handles a high volume of requests and assignments. The ES has regular interactions with Executive Team (ET), the Board of Directors, staff, outside agencies, volunteer leadership and major donors. The ES will directly report to the Chief Philanthropy Officer.

CJP is not able to offer visa sponsorship for this position. Candidates must be authorized to work in the United States without visa sponsorship.

Essential Functions:

+ Provides professional administrative support to the CPO including heavy calendar management, email management support, extensive material development and follow-up for internal and external meetings.

+ Ensures CPO is thoroughly briefed and prepared for all meetings, events, etc., proactively staying ahead of the CPO’s calendar.

+ Assists in creating meaningful interactions with key relationships internally and externally.

+ In collaboration with the Executive Support Specialist, ensures the CPO’s schedule and activities are aligned with priorities while troubleshooting conflicts to ensure smooth day-to-day engagements.

+ Manages all travel arrangements, including thinking through and planning for anticipated needs.

+ Processes and manages expense reporting in accordance with internal policies and procedures.

+ Works daily to schedule donor meetings, documents key moves into the database, and communicates directly with Development officers.

+ Proactively manages pending donor communications, meeting debriefs, and follow-up steps for donors assigned to CPO, in conjunction with Development staff.

+ Coordinates events, manages various projects and proposals as needed.

+ Provides administrative and operational support for the CPOs direct reports as needed.

+ Other duties as assigned with or without accommodation.

Organizational Relationships/Scope: Reports to the Chief Philanthropy Officer. No direct reports.

Working Conditions:

+ Hybrid Work Schedule: CJP staff follow a hybrid work model. On-site work is required on Tuesdays and Wednesdays, while remote work is an option on Mondays, Thursdays, and Fridays with occasional in-person meetings on those days.

+ Physical Requirements: This role involves remaining in a stationary position, often sitting or standing for prolonged periods, primarily working at a computer. Staff need to be able to carry a laptop and bag to and from the office.

+ Due to the nature of the philanthropic work, this role may be required to attend meetings and events outside of core business hours.

+ Inclusivity: We are committed to creating an inclusive environment for individuals of all abilities and backgrounds.

Requirements

Education:

+ BS/BA degree or equivalent business experience,

Experience:

+ 3+ years of professional administrative support with a minimum of 1 year supporting C-level executives or equivalent experience in a similar role.

+ Experience in an organization with significant philanthropy is highly desirable.

Skills/Competencies:

+ Strong organizational, project, and time management skills; able to manage competing priorities under tight deadlines.

+ Exercises discretion with confidential information and senior executives.

+ Comfortable managing ambiguity.

+ Strong customer service orientation with diplomacy and tact.

+ Advanced Microsoft Office (Word, Excel, PowerPoint) skills.

+ Excellent interpersonal and communication skills (written, oral, listening).

+ Thrives in a fast-paced, customer-focused, entrepreneurial environment.

+ Appreciation for mission-driven, nonprofit work; nonprofit experience preferred.

+ Skilled in drafting and proofreading accurate documents and correspondence.

+ Able to work independently, juggle multiple priorities, and meet deadlines.

+ Uses initiative and sound judgment; maintains confidentiality under varying conditions.

+ Adaptable and flexible to shifting priorities.

+ Strong attention to detail, accuracy, and follow-through.

+ Proactive, resourceful, and creative problem solver.