Job Information
Combined Jewish Philanthropies Administrative Coordinator, Strategy & Impact in Boston, Massachusetts
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. We focus on making Jewish life and learning accessible to all individuals and families in Boston and beyond. We thoughtfully invest in the care and well-being of all community members. And we provide stability and growth to nonprofit organizations and institutions that underpin our community. Our greatest resource is our people — the staff, volunteers, partners, and leaders who help make Greater Boston’s Jewish community a welcoming home. It’s this energy and commitment that drive CJP’s mission. We are one of Boston's oldest and most respected philanthropic organizations and we are currently seeking an Administrative Coordinator.
The Administrative Coordinator, Strategy & Impact provides dedicated scheduling and administrative support to the VP, Strategy & Impact and EVP, Strategy & Impact. In addition, as part of the administrative support team for Strategy & Impact, the coordinator provides general assistance to overall Strategy & Impact department activities and operations on an as-needed basis.
The coordinator holds primary responsibility for managing the heavy calendars of the VP and EVP, scheduling internal and external meetings, responding in a timely manner to key stakeholders and regularly handling a high volume of requests and assignments. This person partners with the VP, Strategy and Impact for assistance in decision making related to the best use of both the VP and EVP’s time. The coordinator 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 VP with a dotted line to the EVP, and will provide significant calendar and administrative support to the EVP.
Essential Functions:
Provide heavy calendar management and scheduling support to the VP and EVP, including troubleshooting conflicts to ensure smooth day to day engagements.
Provide other administrative support to the VP and EVP, including printing of material, room reservations, placing food orders as needed, and processing of expense reports.
Manages all travel for the VP and EVP, including thinking through and planning for anticipated needs.
Support documentation of interactions with donors and key stakeholders into the database.
Coordinate logistics for larger meetings and events, including venue bookings, food orders, supplies and event materials.
Provides administrative and operational support for discreet initiatives within CJP.
Other duties as assigned with or without accommodation.
Requirements
Education:
- BS/BA degree or equivalent business experience
Experience:
2-4 years administrative support which includes large office experience preferred
Experience in an institution with significant philanthropy is highly desirable.
Skills/Qualifications:
Demonstrated strong organizational skills, time management skills and attention to detail with the flexibility to effectively manage multiple and competing priorities in a fast-paced working environment and with short turnaround time.
Ability to demonstrate discretion in handling confidential data and dealing with high level executives.
Manages and is comfortable with ambiguity.
Demonstrated strong customer service sensibilities, diplomacy, and tact.
Excellent computer skills and advanced Microsoft Office Suite experience – specifically Word, Excel and PowerPoint
Professional interpersonal and communication (written, listening and oral) skills and demeanor.
Desire to work in a fast-paced, customer-focused, entrepreneurial environment.
Appreciation for mission-driven, nonprofit work. Familiarity non-profit organizations preferred.
Ability to accurately proofread documents and correspondence.
Ability to manage multiple priorities and meet deadlines.
Ability to exercise initiative and sound judgment and to respond resourcefully under varying conditions, including maintaining confidentiality.
Ability to be flexible and adaptable to changes and shifting priorities.
Aptitude for detail and commitment to accuracy and follow through.
Proactive and creative problem-solving approach.
Organizational Relationships/Scope:
- Reports to the VP, Strategy & Impact with a dotted line to the EVP, Strategy & Impact. No direct reports.
Working Conditions:
Hybrid Work Schedule: Tuesdays and Wednesdays in office work is required; Mondays, Thursdays and Fridays remote work option applies.
Remaining in a stationary position, often standing or sitting for prolonged periods, much of which will be working at a computer.
Must be able to lift up to 15 pounds.