Position Overview

The Harold Grinspoon foundation seeks a well-organized Executive Assistant to provide overall support to the directors of PJ Library and PJ Library’s engagement team, the team that administers engagement grants, runs the annual PJ Library conference, and provides ongoing professional learning and support to a network of over 150+ program professionals based at partner organizations across the United States and Canada. This is a great opportunity to establish relationships with leaders in the organization and contribute to the purpose and overall efficiency of our foundation.

This is a full-time position, based in the Agawam, MA office, reporting to the PJ Library Director of Engagement (based in Tucson, AZ). Please see our remote work policy to understand how often you’ll be expected in the office.

Responsibilities include, but are not limited to:

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• Support to the PJ Library Director Team
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• Provide administrative support to the Managing Director of PJ Library, Director of Content, Director of Engagement, and Director of International Programs, including: scheduling, coding and submitting expenses, travel arrangements, and other duties as assigned.
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• Provide editing and design support, including: enhancing various correspondences, and creating communication materials and presentations.
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• Handle data hygiene, including significant maintenance, data entry, exports, and report preparation from CRM databases, including Salesforce.
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• Maintain shared project calendar(s) and files.
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• Provide organizational and logistical support for meetings, digitally and in person, including: scheduling, reminding, moderating, ordering catering, etc.
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• Coordinate recurring and one-time mailings from the home office.
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• Actively seek opportunities to help manage the busy schedules and competing priorities of the directors.
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Support to the Engagement Team

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• Support the PJ Library Engagement team in providing year-round virtual and in-person gatherings and trainings for PJ Library professionals, including scheduling, technology support, and materials production.
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• Prepare the weekly e-newsletter for PJ Library professionals, including gathering content, formatting, seeking edits, revising, and sending.
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• Handle data hygiene, including significant maintenance, data entry, exports, and report preparation from CRM databases, including Salesforce; specifically, maintain and update the database of PJ Library professionals.
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• Problem-solve and proactively seek solutions to challenges that arise.
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• Sit on various task forces and committees, including annual conference planning.
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• Provide on-site conference coordination and support.
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• Coordinate recurring and one-time mailings from the home office.
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Requirements

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• You have 2+ years of experience as an Executive Assistant or related administrative professional experience, including strong interpersonal skills.
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• You have mastered the art of multitasking and prioritization, including managing up and asking for help when needed.
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• You have the ability to handle sensitive and confidential information.
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• You have demonstrated the ability to work individually and collaborate with a team.
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• You are extremely detail-oriented, with good analytical and organizational skills.
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• You possess sterling communication skills: written, verbal, and presentational.
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• You have a strong proficiency with the Microsoft suite, especially Excel, Outlook, PowerPoint, Word, OneDrive, and SharePoint.
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• You have expertise in, or a willingness to learn, Mailchimp, Salesforce, Zoom, Airtable, Slack, cloud-based storage solutions, and other enterprise software. Familiarity with Wrike and/or Raiser’s Edge NXT a plus.
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• You are not afraid of a big challenge and possess excellent time-management skills that will allow you to maximize the opportunities and responsibilities of the role.
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• You have an interest in or knowledge of Jewish community; you are excited and ready to immerse in the Jewish communal space.
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Benefits

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• Health insurance
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• Dental and vision insurance
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• Short- and long-term disability insurance
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• 401(k) retirement plan with employer match
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• Paid sick, holiday, vacation, and personal time
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To Apply

Apply Here

\nThe Harold Grinspoon Foundation is an equal opportunity employer. All qualified applicants are invited to apply. For more information about the foundation and its programs, visit www.hgf.org.