Executive Assistant to the VP for Communications

New York
Jul 14, 2014
Aug 13, 2014
Quinn Bosket
Full Time
Position Overview:
American Jewish World Service (AJWS) has an exciting opportunity for a dynamic, motivated, thoughtful and organized individual with excellent writing and editorial skills to support the vice president for communications in his day-to-day work. This position provides a unique opportunity to work closely with the vice president and provide a high level of administrative and editorial support to him.

The ideal candidate for this position will have a deep commitment to human rights and a deep knowledge of and demonstrable interest in communications. This individual will also have a keen mind, boundless energy and the ability to focus on details while prioritizing and completing multiple tasks in a skillful and timely fashion. As the representative of the vice president for communications to internal and external partners, including members of the press, executive team and AJWS’s board, 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 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.

Responsibilities include but are not limited to:
•Manage and improve systems on a proactive basis to enable the vice president to work more efficiently;
•Manage a busy calendar, schedule and prioritize appointments, and make travel arrangements for international and domestic travel;
•Organize all meetings and material for the vice president and the communications division
•Take minutes at meetings and prepare and distribute summary action reports;
•Perform necessary administrative functions, including preparing expense reports, ordering supplies and, when necessary, ordering lunch;
•Create, maintain/manage and improve systems to aid productivity and efficiency;
•Manage, prioritize and improve the vice president’s to-do list, including monitoring deliverables and deadlines for the vice president;
•Recruit, hire and manage 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 vice president’s absence, monitor all communications and forward to the designated second-in-command as needed
•Provide insights on communications strategies and tactics and be prepared to work with the entire communications team, AJWS colleagues, and contractors to implement communications strategies;
•Draft, proofread and edit written materials for distribution on behalf of the vice president;
•Work collaboratively with executive and program 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, the division project manager and the vice president to create and maintain the vice president’s budget;
•Assist the project manager with maintaining the division’s budget
•Execute special projects as needed;
•Support the senior press officer on days he/she is absent or unavailable; and
•Organize and maintain paper and electronic files.

•BA/BS or equivalent degree required;
•2+ years experience providing administrative or other kind of support in a dynamic, high-energy environment;
•Experience in communications, journalism, nonprofit sector, advocacy or campaign work, including social media, digital, print, television, or radio a plus;
•Excellent writing, editing and proofreading skills are a must;
•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;
•Proficient in Microsoft Office applications;
•Pleasant demeanor with exceptional interpersonal skills and a sense of humor;
•Willingness to work late evenings or weekends, when needed; and
•Commitment to human rights 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 Vice President for Communications" 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.

AJWS is an equal opportunity employer and provides competitive salaries and benefits.