Executive Office Associate


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Contact Anna Freiman
3012307231
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Position Overview:

The Executive Office Associate (EOA) works in support of and in partnership with our Chief Executive officer (CEO) and Chief of Staff (COS) and works closely with Federation’s senior professional and lay leaders. The Executive Office Associate is often the first point of contact to our CEO and will assist in providing collaborative support of his activities and operations. The role requires technical and project management support for Executive Office and Leadership projects and initiatives. The successful candidate will thrive in a team environment, focus on the relationship management side of customer service, be agile with data and project management, perform well under pressure and possess expertise and ease in juggling multiple technologies and tasks simultaneously. Given the nature of the position, our EOA must have excellent verbal and written communication skills, technical deftness, attention to detail, flexibility and problem-solving, and superior judgment and discretion.

Primary Responsibilities:

Support the Offices of CEO and COS

Serve as first line of contact for the Office of CEO, serving as gatekeeper for CEO & COS
Proactively manage schedules, including liaising with Financial Resource Development (FRD) team and key volunteer leadership to set meetings, prepare CEO with briefings in advance of donor meetings, and manage donor follow-up
Coordinate regular meetings between CEO, COS and Board President, and other lay leadership
Schedule and organize meetings, providing notice to attendees and ensuring the CEO/COS are properly prepared
Coordinate travel for CEO and COS
Maintain CEO and COS’s expense reports
Support efforts to assure the satisfaction of key donors and lay leadership
Proactively manage key donor relationship touchpoints by CEO, including acknowledgement of lifecycle events and calendaring regular check-ins
Assist CEO and COS in updating CRM with interaction information
Proactively organize and maintain communication flow from the Executive Office
Prepare internal and external meeting materials, including preparing presentations on Powerpoint
Organize and maintain Executive Office cloud-based filing systems (e.g., OneDrive, Sharepoint and Teams)

Support Governance and Leadership Development functions

Work closely with Director of Leadership & Learning in maintaining leadership pipeline development tracking systems, as well as logistical support for leadership programs
Support Governance & Leadership Associate and Events Team on logistics for Executive Committee and Board meetings and other governance meetings, including preparation for meetings, on-site or zoom logistics during the meetings, and post-meeting follow up
Serve as back up for taking minutes at Executive Committee and Board meetings
Support correspondence with Board, Executive Committee, Agency Executive & Presidents and Agency Executives Council

Provide administrative support to Jewish Leadership & Learning team

Coordinate with Facilities team and/or Events team on meeting logistics
Prepare meeting materials as necessary
Manage contact with, and preparation for, ASL interpreters for meetings, as needed
Manage event registration and data entry

Support data management initiatives

Including collection, entry, analysis and reporting for Executive, Governance and Leadership programs, activities and goal-tracking
Support Organizational-level measurement reporting efforts
Research and other special projects, including project management of new and ongoing initiatives of the Executive Office

Other duties as assigned, including those in support of the Federation campaign. In all aspects of the role, the EOA is expected to navigate competing priorities, provide research as needed, identify risks and opportunities, contribute ideas for improvements, identify solutions and look for best practices.

Qualifications:

3-5 years of progressive professional experience
Exceptional communication skills, written and verbal
Excellent computer skills, including Zoom meetings; Microsoft office suite (including PowerPoint, Word and Excel); cloud-based filing systems such as OneDrive, Sharepoint and Teams; and the ability to learn and adapt to new technologies
Experience working within a CRM
Project management experience
Outstanding customer service and relationship building skills
An accomplished puzzle solver - the ability to connect the dots to proactively resolve conflicts and make schedules hum!
Must be able to work both as a member of a team and independently
Knowledge of the local area and the Greater Washington Jewish Community a plus Nonprofit experience a plus

The Jewish Federation of Greater Washington is an equal opportunity employer.

Salary for this position is up to $62,000 annually, depending on experience.

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