Executive Assistant to the Vice President for Communications @ American Jewish World Service

Executive Assistant to the Vice President for Communications

Overview of AJWS
Inspired by the Jewish commitment to justice, American Jewish World Service (AJWS) works to build a more equitable world by supporting community-driven change in Africa, Asia, Latin America and the Caribbean and by advocating in the United States for foreign policies that prioritize human rights and democratic norms. Through philanthropy and advocacy, we provide financial support and build strong partnerships with activists, organizations and social movements facing complex global challenges – from authoritarianism, to attacks on women’s and LGBTQI+ rights, to climate change and humanitarian crises. Working at the intersection of Jewish values and global issues, AJWS’s grass-rooted human rights approach is making demonstrable change in the lives of hundreds of millions of people around the 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 grantee-partners, and inspires American Jews and others to stand up for the human rights of marginalized people in the Africa, Asia, Latin America, and the Caribbean and to take advocacy actions with AJWS or support its work financially. 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 and superlative judgment to provide direct administrative support to the Vice President for Communications and Marketing in their day-to-day work as well as support for the entire division and its communications leadership team. This includes the management of the vice president’s day-to-day calendar, meetings and list of priorities as well as ensuring that the members of the division have the right meetings and conversations at the right times to advance their collective work.

The individual must be proactive and take initiative in identifying opportunities and 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 and diversity, equity and inclusion and 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 include but are not limited to:

Manage, prioritize and improve the vice president’s work flow, including monitoring deliverables and deadlines for the vice president;
Serve as a thought partner to the VP, offering ideas and counsel to them and their team;
Manage a busy calendar, schedule and prioritize appointments, and make travel arrangements for international and domestic travel;
Organize all meetings and materials for the vice president and the Communications and Marketing Division, including its Communications Leadership Team, and a cross-divisional marketing meeting and external marketing consultants;
Schedule and oversee the management of annual, quarterly, monthly and weekly meetings with direct marketing firms;
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;
Facilitate meetings when appropriate;
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;
Participate in a diverse array of communications activities, including community management of AJWS’s followers on Facebook and Instagram, drafting and editing press releases, maintaining press lists, and supporting external consultants
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;
Nimble and calm in moments that require swift pivots;
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, diversity, equity and inclusion.
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.
For immediate consideration, click on the link to apply below. Applications submitted without a resume and personalized cover letter will not be considered.
https://ajws.org/who-we-are/careers/executive-assistant-communications/


Job Summary

  • Duration: full-time
  • Benefits: paid vacation, 401(k) or 403(b) plans, Paid Holidays
  • Preferred Experience: Managerial (3-5 years)
  • Preferred Degree: Bachelors
  • Job Posted: 2021-09-23
  • Times this job has been viewed: 368 times
  • Job is posted for: 30 days
  • Job Categories: Administrative Support, Assistant, 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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