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9 Nov 2012

Full-Time Executive Assistant to the EVP

American Jewish World Service – Posted by Jewish Jobs New York, New York, United States

Job Description

Executive Assistant to the Executive Vice President (New York, NY) Job Description

 

American Jewish World Service (AJWS) has an exciting opportunity for a dynamic, motivated, thoughtful and organized individual to support the executive vice president in his day-to-day work. This position provides a unique opportunity to work closely with the executive vice president on strategic organizational planning and management while also providing a high level of administrative support.

 

The ideal candidate for this position will have a deep commitment to AJWS’s mission, a keen mind, attention to detail, boundless energy and the ability to prioritize and complete multiple tasks in a skillful and timely fashion. As the representative of the executive vice president to internal and external partners, the individual must demonstrate excellent writing, editing and critical-thinking skills in order to produce work that is clear, concise, accurate and well-organized. The individual must be proactive and take initiative in identifying problems and devising solutions, and must have strong interpersonal skills to help implement those solutions with a strong sense of judgment, discretion and tact.

Responsibilities

 

Administrative:

 

Provide administrative support to the executive vice president including managing a busy calendar, scheduling and prioritizing appointments, and making travel arrangements for international and domestic travel.

Receive and screen all incoming calls and/or visitors to the executive vice president’s office and ensure appropriate follow-up to requests.

In executive vice president’s absence, handle all communications with direct reports and external partners.

Draft, proofread and edit written materials for distribution on behalf of the executive vice president.

Manage and improve systems to enable the executive vice president to work more efficiently.

Work collaboratively with the other executive assistants 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, and preparing materials.

Collaborate with the finance department to maintain the executive vice president’s budget.

Transcribe and draft correspondence with internal and external colleagues.

Take minutes at meetings and prepare summary action reports.

Organize and maintain paper and electronic files.

 

Special Projects:

 

Monitor deadlines and manage communications with the executive vice president’s direct reports

Research various topics and prepare reports

Assist the executive vice president in monitoring progress on organizational priorities and managing projects, encouraging cross-departmental collaboration

Execute special projects for the executive vice president

 

Qualifications

 

BA/BS or equivalent degree required.

3-5 years experience providing administrative support in a dynamic, high-energy environment.

Excellent writing, editing and proofreading skills.

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.

Creative and conceptual with an ability to “think outside the box”.

High level of professionalism with the ability to maintain sensitive and confidential information.

Track record of demonstrating sound judgment by making appropriate decisions and knowing when to take initiative.

Previous experience in the non-profit sector is a plus.

Proficient in Microsoft Office applications.

Pleasant demeanor with exceptional interpersonal skills.

Occasional late evenings or weekend work.

Commitment to AJWS’s mission and issues of global social justice.

How to Apply

For immediate consideration, please forward your resume and cover letter to opportunities@ajws.org and indicate your name and "Executive Assistant to the Executive Vice President" in the subject line. 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.

Job Categories: Non-Profit and Other. Job Types: Full-Time.

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