Executive Coordinator 🔥
At The Well is a non-profit organization with a mission to enhance women’s well-being through ancient Jewish practices. We empower women by supporting Jewish learning, fostering belonging and encouraging leadership.
The Opportunity
At The Well seeks a proactive, positive go-getter to serve as our Executive Coordinator. As the right hand to Founder & CEO Sarah Waxman, you will get a 10,000-foot view of organizational strategy while working in the weeds of a scaling, high-impact non-profit start-up. Top candidates will be organized, relational, tactful, and discreet. This position carries a great deal of trust, and has a ton of potential for growth!
Your day-to-day will center around providing strategic support to Sarah, including all aspects of executive coordination. In short, you’re both a project manager, a gate-keeper, and a dot connector – a true strategic generalist with a can-do attitude, a hunger to learn, and the dream of becoming a Chief of Staff in a few short years. Your responsibilities include:
Manage all aspects of Executive Coordination
- Serve as a gate-keeper to the CEO by managing email inbox; draft correspondence with external constituents, board members and funders, document key correspondence in Salesforce, and ensure appropriate follow-up to requests.
- Manage CEO’s calendar, scheduling and confirming appointments, preparing materials for meetings and coordinating travel arrangements.
- Support the CEO’s fundraising work
- Research, collect, and prepare information for the CEO’s use in discussions or meetings with potential donors and key stakeholders
- Prepare slides for presentations and speaking engagements
- Create a daily morning briefing for the CEO including emails to respond to, or deadlines for tasks the team needs.
- Complete additional tasks as needed, including meeting logistics, note-taking, booking travel for staff gatherings, and other support as needed.
Play a key role on the Development Team
- Oversee the “Moves Management” donor pipeline: coordinate, prepare for, schedule and follow-up from donor meetings, events and speaking engagements
- Research and prepare prospect briefs to prepare staff for donor stewardship
- Coordinate email and mailing efforts including thank you notes, acknowledgements, special event invitations, etc.
- Maintain Salesforce data on individual donors
- Respond to emails sent to hello@atthewellproject.com or forward to the correct person
Provide Board Support
- Work with the Executive Team to coordinate all logistics around board and board committee meetings including scheduling, managing RSVPs, location, refreshments and catering, technology needs, and materials preparation
- Take notes at board and committee meetings; disseminate minutes and action items in a timely manner
- Support board recruitment and manage board orientation process, including keeping records, scheduling orientation, and compiling the board manual for new members
- Maintain and disseminate board organizational calendar
- Maintain and update all board records in Salesforce
Qualifications
- Commitment to and passion for the mission of At The Well
- 3+ years relevant work experience providing administrative support in a dynamic, fast-paced environment
- Experience scheduling and supporting executive correspondence, including direct experience managing an executive’s inbox and calendar
- Impeccable standards with meticulous attention to detail
- Highly organized strategic thinker and arranger who is able to manage multiple complex tasks in a timely way
- Exceptional written and verbal interpersonal skills with the ability to cultivate strong relationships with colleagues, organizational partners, donors, and board members
- Flexible work style with the ability to work under tight deadlines and shifting priorities
- Motivated self-starter capable of working independently as well as within a team environment
- Unwavering integrity and trustworthiness, with a proven ability to exercise independent judgment, problem solving and discretion; deep sensitivity to maintaining confidential information
- Expertise in “managing up” and holding colleagues accountable
- Ability to work 9am-5pm or 8am-4pm ET Monday through Friday, plus very occasional evenings and weekends
- Proficiency and comfort with technology including Google Workspace, Salesforce, Zoom, Asana and Slack
Compensation & Benefits
This is a 40-hour/week, remote, non-exempt position, providing support to staff who work EST hours. Compensation will be within a range of $55,000 - $65,000, commensurate with experience. A robust benefits package includes medical, dental, vision insurance; paid vacation, sick leave and parental leave; a retirement plan with a match, and short- and long-term disability insurance. At The Well also offers Professional Development benefits.