Executive Support Specialist, Marketing

Passion. Purpose. Impact.  CJP is at the heart of Greater Boston's Jewish community, but our reach is felt around the world. Ranked by BBJ as Massachusetts’ largest non-profit organization – CJP is a philanthropic investor and mobilizer of people, resources, and skills that make a bigger difference locally and globally. We focus on making Jewish life and learning accessible to all individuals and families in Boston and beyond. We thoughtfully invest in the care and well-being of all community members. And we provide stability and growth to nonprofit organizations and institutions that underpin our community. Our greatest resource is our people — the staff, volunteers, partners, and leaders who help make Greater Boston’s Jewish community a welcoming home. It’s this energy and commitment that drive CJP’s mission. We are one of Boston's oldest and most respected philanthropic organizations and we are currently seeking an Executive Support Specialist, Marketing.

Summary of Position:

Reporting to the Chief Marketing Officer (CMO), the Executive Support Specialist will be responsible for several administrative, operational, and programmatic functions as well as serving as the primary contact for the CMO, responding to high-level inquiries and leading problem-solving and synthesizing proposed solutions.  The functions of this role range from administrative matters related to program or project development and maintenance to individual executive support to ensure the department is operating as effectively as possible on long- and short-term activities.

 The Executive Support Specialist serves as the primary contact for the CMO, including scheduling and staffing meetings, including departmental meetings, confidential donor meetings, and meetings around organizational initiatives.  The Executive Support Specialist will work closely with Executive Assistants and others across the organization to ensure alignment, responsiveness, and focused execution of work and tasks. 

The Executive Support Specialist will liaise with nearly all staff members of the organization. At times, they will lead projects driven by the CMO.   They must be capable of managing multiple projects under tight deadlines all while maintaining an unflappable demeanor. The Executive Support Specialist exercises independent thinking and discretion.

Essential Functions:
Maintains CMO’s calendar, including organizing ongoing and one-off meetings, planning work/prep time, and coordinating meetings with committees and external vendors. Proactively discuss and organize for planning, agenda setting, materials and technology required for upcoming events and recurring meetings.
Assists with planning, organizing and communicating with various donors and volunteers to coordinate Marketing advisory and task force meetings, drafting and sharing updates with advisors and task force members as needed.
Operationalizes the CMO’s plans/goals through meeting preparation and follow-up, including working with CMO and/or others to curate the notes into a form that is most helpful and actionable.
Manages the CMO’s workflow; tracks deliverable and ensures coordination of priorities and deadlines
Provides email support to the CMO, including screening and responding as appropriate, increasing CMO responsiveness to colleagues and community members.
Provides support as needed to other members of the Marketing leadership team, regularly checking in on items that fall outside the scope of the roles of their EAs or other staff members.
Works collaboratively with the CMO to help prioritize, delegate/distribute as needed, track accountability, and execute on work matters.
Provides project management support on various projects as needed.
As needed, partners with EAs, Executive Leadership, department heads, and others to ensure that the CMO is effectively partnering with volunteers and Board members.
Regularly checks in with Marketing team members on needs and opportunities for support.
Assists in the onboarding of new hires, consultants and freelancers, including adding them to appropriate meetings and staff lists, assisting with setting intro meetings, updating org chart, and drafting welcome note
Coordinates invoice processing with Accounts Payable, expense reporting and compiling associated documentation. Create view of Marketing spend-to-date that links to invoice views to assist with ongoing tracking of spend to budget.
Coordinates the sharing of community event information, including:
Working internally to develop advertisements and tributes ads, develop an ad placement calendar and work with internal marketing team to determine ad placement plan
Distribute and track special event tickets for internal staff
Support event registration data entry into CRM as needed
Uploading community and partner events to JewishBoston. Act as an internal resource for community event information.
Other duties as assigned with or without accommodation.