Executive Office Associate

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 

A People-Friendly Workplace 

The Jewish Federation of Greater Washington is an equal opportunity employer offering a people-friendly environment, including: 

• Excellent health care and retirement benefits 
• Generous time off 
• Flexible work options 
• Opportunities for continued professional development 
• Access to the JPRO Network, which connects, educates, inspires, and empowers professionals working in the Jewish nonprofit sector 

Interested? 

In building our professional team, The Jewish Federation strives to model our vision of an inclusive community and vibrant future. As an equal opportunity employer, we invite and encourage applications from all candidates of all backgrounds and identities, including but not limited to women, Jews of color, Sephardic and Mizrahi Jews, people with disabilities, immigrants, LGBTQIA people, and people who come from low-income backgrounds. We know that no applicant's experience will align 100% with the listed qualifications. Don't let that hold you back! We encourage you to apply and look forward to meeting you. 

Candidates should be located in or willing to relocate to the Greater Washington region (DC, MD, and Northern VA).   The role primarily based in our headquarters Monday-Thursday, with Friday an optional remote workday.