Program Associate/Executive Assistant to the VP for Programs @ American Jewish World Service

Program Associate/Executive Assistant to the VP for Programs

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 LGBTQI+ 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 investing approximately $40 million annually in our grantmaking and social change strategies. We support to more than 500 grassroots and global human rights organizations in Africa, Asia, Latin America and the Caribbean and by mobilizing mobilize our community in the U.S. to advocate for global justice. Working together, we strive to build a more just and equitable world.

About the Position
AJWS seeks a skilled Program Associate/Executive Assistant to support the work of the Vice President for Programs, her division and cross-divisional collaboration, and the work of the department of International Education and Jewish Engagement. Reporting to the Vice President for Programs, the ideal candidate for this position will have a deep commitment to AJWS's mission, a keen mind, and the ability to prioritize and complete multiple tasks carefully and quickly. The individual must be comfortable interacting with senior-level professionals and must have strong interpersonal skills to manage complex situations with good judgment, discretion, and tact. They will demonstrate excellent writing, editing and critical-thinking skills, and must take initiative to anticipate problems and innovate creative solutions. This position has a sizable administrative component, so strong organizational skills and attention to detail are essential.

The Program Associate/Executive Assistant will also report to the Director of International Education and Jewish Engagement (IEJE), the department in the Programs Division (PD) that oversees AJWS’s clergy engagement and advocacy work with leadership in the Jewish community. Primarily, they will support the Director with planning, strategy, and implementation of the Global Justice Fellowship (GJF), AJWS’s annual 6-month social justice fellowship for rabbis and cantors and the Global Justice Chavurah. The Program Associate/Executive Assistant will also support the Director with IEJE’s departmental strategy, outreach and advocacy around top advocacy priorities, and the budgeting and day-to-day management of the IEJE department.

Capacity for effective communication, relationship-building and close collaboration across the entire organization, including with senior-level staff and board members, are essential to the position, as is the capacity to represent the Vice President in supporting and holding staff accountable for a broad array of programmatic and administrative deliverables.

Responsibilities Include, But Are Not Limited To:
• Support the Vice President for Programs in managing staff and programming of the Programs Division, which oversees progressive, grassroots grantmaking in 18 countries in Africa, Asia, Latin America and the Caribbean; this includes planned work and also being pulled into a variety of projects to support the work of the 58-person division.
• Manage VP’s calendar: schedule meetings, allocate time according to priorities, ensure Outlook calendars are up-to-date and accurate, and serve as the VP’s calendar resource to AJWS staff.
• Assist with set-up and coordination of meetings: prepare materials, connect remote staff (including participants located in multiple time zones), take and circulate meeting notes, and ensure next steps are completed.
• Serve as the point person for implementing language justice practices in the Programs Division and advising other divisions as they also implement practices. This primarily involves supporting implementation of interpretation of live meetings and translation of key documents. Training in how to arrange interpretation and translation will be provided to the successful candidate.
• Research, edit, and draft memos, talking points, speeches, PowerPoint presentations, and other written materials as needed for the VP and IEJE Director.
• Support the VP with budget planning and allocation of her discretionary fiscal year grantmaking and operational budgets. Manage invoicing, expense reporting through Concur, and financial reconciliations for the VP.
• Oversee event planning for multi-day, multi-faceted Programs Division (PD) events, both virtually and when possible, off-site management retreats, including an annual, multi-day retreat for all full and part-time Programs staff from 18 countries. This encompasses: preparing draft budgets, securing event space, overseeing logistics and catering, processing contracts and invoices, overseeing a multi-department logistics team, and preparing materials and performing any necessary follow up.
• Preside over the planning and implementation of IEJE’s clergy engagement program, including the Global Justice Fellowship (GJF) and the Global Justice Chavurah (GJC), social justice programs designed to inspire Jewish American clergy leaders to become national advocates for AJWS’s human rights portfolio. The GJF (when international and domestic travel are possible) encompasses international and domestic travel logistics, security arrangements, in-country visit management, facilitating/documenting post-visit group discussions, liaising with logistical partners, and tracking expenses.
• Build relationships with Jewish leadership (including senior rabbis and cantors) from across the country especially as it relates to AJWS advocacy priorities with the US Government; expand one’s perspective in the broader Jewish social justice movement.
• Provide administrative support to the grants management team for the implementation of AJWS’s core grantmaking portfolio, including: following up on grantee reports and payments; ensuring integrity of the grants database; and acting as liaison for program staff and finance.
• Support the IEJE department and its director with departmental strategy, budget management, project planning, administrative support, and other functions as determined by the director.
· Oversee all administrative aspects of Programs-related Board of Trustees committee meetings, including communicating with board members and taking minutes.
Additional Considerations:

Black, Indigenous and 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.

As an organization committed to promoting social justice around the world, it is essential that we incorporate a diverse, equitable and inclusive lens into all aspects of our work at AJWS. We encourage applicants with a global perspective and a commitment to values around diversity, equity, and inclusion to apply.

Authorization to work in the US is required.

Application Instructions

Applicants apply directly to Employer.
Applications submitted without a 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. For immediate consideration please submit your application, apply below.

Job Summary

  • Duration: full-time
  • Benefits: paid vacation, medical, 401(k) or 403(b) plans, Paid Holidays
  • Other Benefits: • Competitive compensation commensurate with experience and the market; • Paid Time Off: 15-21 Federal and religious holidays off each year in addition to generous vacation and sick days; • Full health benefits coverage with minimal contribution by em
  • Preferred Experience: Unspecified
  • Preferred Degree: Bachelors
  • Job Posted: 2021-04-20
  • Times this job has been viewed: 332 times
  • Job is posted for: 60 days
  • Job Categories: Executive Assistant
  • Organization Type: Other
Job Location
American Jewish World Service
45 West 36th Street
New York City , New York 10018


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