Summary:
The Special Assistant is responsible for the day-to-day coordination and assistance of the Executive Management team to achieve AIPAC’s objectives. This is a great opportunity for someone with exceptional communication skills, an eye for detail, and an organized and adaptable style. Duties may be complex and confidential requiring the highest level of discretion and independent judgement. The Special Assistant serves as a liaison and right hand to the Executive Management Team, communicating daily with the highest levels of internal management, Board members as well as senior management with external organizations.
Job Duties & Responsibilities:
- Communicate daily with the highest levels of internal management, board members, and senior management with external organizations, including serving as a liaison and frontline point of contact (including greeting guests) for the executive management team.
- Maintaining strong and positive working relationships with all employees, lay leaders, and Board members.
- Proactively manage and organize schedules and travel for the Executive Management Team.
- Maintaining a forward-looking mentality to optimize scheduling efficiency;
- Arranging and coordinating meetings, phone calls, conferences, and virtual meetings;
- Prioritizing advance booking for travel to achieve optimal pricing and options for the traveler.
- Working with Executive Team members on special projects (e.g. strategic planning, Board projects, organizational operations, etc.)
- Managing a broad range of administrative duties including but not limited to:
- Responding to calls and e-mails in a timely manner.
- Managing and completing time sheets and expense reports for the Executive Management Team in a timely manner.
- Preparing for and/or supporting meetings. Duties to include taking meeting notes, ordering meals, preparing meeting materials (e.g., copying and organizing), and coordinating with IT, Facilities, and Events and Creative Services on meeting room set-up.
- Coordinating the execution of organizational and contractual documents through obtaining original or electronic signatures.
- Coordinating projects and ordering and maintaining office supplies as well as preparing documents for mailing.
- Filing documents electronically and/or hard copy format.
- Serving as back-up to the Executive Assistant to CEO including a broad range of administrative responsibilities.
- Other duties assigned
Qualifications & Skills:
- College degree or equivalent preferred.
- Highly proficient in MS Office (Word, Excel, Outlook, and PowerPoint).
- Ability to quickly learn and master various organizational and technology systems.
- Flexible and adaptable, able to change direction as needed.
- High level of integrity and professionalism, able to handle confidential information with utmost discretion.
- Top-notch communication skills, able to express ideas in writing and verbally with professionalism and finesse.
- Self-directed. Can work independently, and prioritize workload, making sound decisions based on executive’s priorities and preferences.
- Highly organized, juggling multiple projects and responsibilities, and maintaining information systems.
- Proactive and confident, take the initiative to anticipate needs, prevent issues before they arise, and creatively solve problems.
- Upbeat and energetic, enjoys working in a fast-paced environment, and is motivated by getting things done. Proven ability to work well with others; must be a good team player.
- Ability to work 9:00 am to 6:00 pm with overtime as requested.
AIPAC is offering a competitive market base salary between $60,000.00 and $75,000.00 for the position. A job offer within the range will depend on how closely a candidate's skills and experience match the role's requirements. AIPAC also offers a competitive and comprehensive benefits package that contributes to employees’ overall total compensation package. We currently work remotely two days a week and in our offices the other three. AIPAC is an equal-opportunity employer.
Posting Instructions:
- Please provide a cover letter with a resume to be considered. Incomplete applications with missing documentation will not be considered.
- If applying for more than one position please use the 'Attachment' function to attach a position-specific cover letter.
- Please use your legal names when completing the employment application (No nicknames).
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