Reports to: Director of Finance and Administration / Executive Leadership Team
Position Type: Full-Time, Non-Exempt
Location: New York, NY 10017
Currently, IPF staff are working remotely due to the COVID-19 pandemic. Beginning this fall, we anticipate returning to working in our midtown Manhattan office 2-3 days per week.
Israel Policy Forum is an educational and policy organization working to shape the discourse and mobilize support among American Jewish leaders and U.S. policymakers for the realization of a viable two-state solution consistent with Israel's security. We do this by educating political and communal leaders on pragmatic policy ideas to improve Israel’s security while maintaining conditions for an eventual two-state solution, and by building consensus in the policy and Jewish communities for these visions and goals. We envision a Jewish, democratic, and secure Israel, and support a strong and enduring U.S.-Israel relationship.
This newly configured position is an exciting opportunity to work within a close and collaborative leadership team of a fast-paced and quickly-growing organization. The day-to-day responsibilities will focus on providing high-level administrative support to the Executive Leadership Team, composed of the Executive Director, Director of Finance and Administration, Development Director, Policy Director, and soon-to-be-hired Director of Public Engagement.
The position will be primarily responsible for scheduling functions, travel arrangements, and donor correspondence for the Executive Director and liaising with the Board of Directors, while simultaneously supporting the Director of Finance of Administration and Development Director in a wide range of administrative activities, such as human resources, office management, finance, and development. This position will also play a key role in working with all other staff members of IPF’s growing team to manage meetings and the flow of information, and to build and sustain a positive organizational culture.
The ideal candidate must be able to exercise good judgment in a variety of situations, have strong written and verbal communication, administrative, and organizational skills, as well as the ability to balance multiple priorities, a wide-ranging portfolio of activities, and confidential matters with discretion.
The successful candidate will have meticulous attention to detail and act in an energetic, ambitious, and goal-oriented manner. The candidate will have the ability to work both independently and collaboratively and will also have a talent for organizing and strategically building infrastructure.
Executive Director Support
Maintain Executive Director’s calendar, including scheduling meetings with Board members, donors, and other key constituents
Prepare correspondence and materials for meetings, and track follow-up action items using Google Suite, Salesforce, Asana, and other collaborative tools
Coordinate travel arrangements, and submission of related expense reports, for the Executive Director and Development Director
Answer incoming calls and inquiries from Board members, donors, and other constituents
Liaison to Board of Directors
Schedule quarterly Board meetings, and other committee meetings as needed in coordination with committee chairs and appropriate staff
Coordinate logistics for virtual Zoom meetings and in-person meetings
Draft and circulate correspondence and meeting agendas, and take meeting minutes
Draft content for weekly Board updates
Maintain up-to-date Board contact and committee lists
Respond to general Board member inquiries as needed
Office Administration, HR, and Finance/Development Support
Maintain staff meeting schedule and prepare draft agendas and other organizational announcements as needed
Organize staff lunches and social gatherings
Serve as primary liaison with building management, maintain an orderly office environment, including overseeing supply closet, kitchen, and general inventory of office supplies
Serve as liaison for IT support
Provide support to DFA in all aspects of HR recruitment, onboarding, and offboarding processes
Ensure employee records and files are up-to-date
Maintain up-to-date staff lists and organization charts
Ensure Personnel Handbook is up-to-date and in compliance with federal, state, and local employment regulations
Coordinate payroll processes when needed, and monitor leaves of absence matters
Identify improvements to organizational processes, best practices, policies, and procedures
Assist with other special projects and duties, as needed
Finance and Development
Assist with monthly processes, such as payroll, invoice management and staff member payment requests, credit card expense management, and reconciliation processes
Assist with annual processes, such as audit, Form 990, and 1099 preparations
Support gift entry and acknowledgement process utilizing Salesforce CRM
DESIRED KNOWLEDGE, SKILLS AND ABILITIES
Bachelor’s degree or equivalent work experience
A minimum of 3-4 years related experience, ideally in a nonprofit setting
Proficient with Google Suite and Microsoft Office, especially spreadsheets, word processing, calendar, and presentation programs
Experience with project management tools such as Asana and ToDoist, and comfort with Slack
Proficient with using and managing donor databases; experience with Salesforce is a plus
The successful candidate must have a “can-do” attitude, enjoy learning new skills and stretching, thrive in a fast-paced environment, be highly organized without losing sight of larger objectives
Exceedingly close attention to detail, excellent judgment, and the ability to maintain a high level of discretion, composure, and professionalism in all circumstances
The ability to work on multiple projects simultaneously in a changing environment and prioritize appropriately is a must
Excellent organizational, interpersonal, and networking skills with teams, as well as with individuals
Ability to initiate and build relationships with a range of constituents, from colleagues, to vendors, to donors, interacting via telephone, in writing, and in person as well as virtually through Slack, Zoom, and email
Strong customer service orientation, with experience in effectively addressing and resolving issues
Ability to work occasional nights and weekends, as needed
COMPENSATION AND BENEFITS
The annual salary range is $55,000 - $60,000 depending on experience. Israel Policy Forum offers a comprehensive benefits package, including paid time off (vacation, sick leave, Jewish and secular holidays), medical, dental, vision, matching 401K, HRA, FSA, and an annual professional development stipend.
HOW TO APPLY
Please submit a resume and cover letter describing your experience and why you want to work at I*******************” in the subject line by September 30, 2021. Applications will be reviewed on a rolling basis.
Israel Policy Forum is an equal opportunity employer. We consider applications for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, or any other legally protected status.
Frequently cited statistics show that women and underrepresented groups apply to jobs only if they meet 100% of the qualifications. Israel Policy Forum encourages you to break that statistic and to apply.