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Combined Jewish Philanthropies Program Assistant in Boston, Massachusetts

Job Description

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 drives CJP’s mission. We are one of Boston's oldest and most respected philanthropic organizations and we are currently seeking a Program Assistant.

The Program Assistant supports the Communal Security Initiative to arrange meetings, conduct outreach, manage projects, organize, arrange, and attend training events. This position requires exercise of independent judgment, a high level of professionalism, communication, and confidentiality in interactions with staff, outside agencies and volunteer leadership. The position is supervised by the CSI Program Manager and reports to the CSI Director.

Essential Functions:

  • Provides administrative support to the Communal Security Initiative Team. Activities include calendar, logistical support for trainings, and some data entry. Serves as the point of contact to schedule meetings and training events with outside organizations for the Director of CSI and the VP for Security and Operations.

  • Attends meetings, takes notes and conducts follow up.

  • Meeting preparation including preparing handouts, arranging for appropriate catering, managing invoices, room set up, event check-ins online and on site for large events.

  • Provides administrative support to edit and finalize physical and procedural security assessments at facilities in the greater Boston area.

  • Works with internal and external partners on training and on grant tracking and management.

  • Prepares expense reports and variance reports for Finance of certain budgets.

  • Excel database development including inputting data into various sensitive security-related spreadsheets and databases.

  • Develops and edits existing PowerPoint presentations.

  • Interfaces with CJP Marketing and web design teams.

  • Edits and formats the CJP Fire Warden Guidelines, CJP Security Officer Orders, etc.

  • Other duties as assigned with or without accommodation.

Minimum Requirements:


  • Bachelor’s degree or equivalent work experience.


  • Minimum of 2-4 years of administrative experience

  • Experience performing independent projects.


  • Proficiency in Microsoft Office Suite, including Microsoft Outlook, Word, PowerPoint, Excel and Databases

  • Strong project management skills with proficiency in managing projects that require input from multiple people and resources with short turnaround time.

  • Desire to work in a fast-paced, customer-focused, entrepreneurial environment.

  • Effective interpersonal, verbal and written communication skills.

  • Detail oriented and commitment to accuracy are crucial to security-related project management, grant management, and security-related data entry.

  • Skilled at editing and proofreading documents

  • Ability to work on independent projects, manage multiple priorities and meet deadlines

  • Ability to exercise initiative and sound judgment and to respond resourcefully under varying conditions

  • Ability to work two weekday evenings per month with advance notice.

  • Ability to be flexible and adaptable to changes and shifting priorities, including ability to shift schedule as needed

  • Strong organizational and administrative skills as well as attention to detail

  • Ability to maintain confidentiality when working with sensitive or confidential information.

  • Ability to work on complicated, multi-phase projects, manage multiple priorities and meet deadlines

  • Ability to develop and maintain strong working relationships with colleagues

  • Proficient in Windows environment, including MS Word, Excel, PowerPoint, Outlook and Internet

  • Demonstrated self-motivation, ability to work effectively as part of a team, sense of humor; ability to work flexibly in a dynamic environment.

Organizational Relationships/Scope:

This position is supervised by the Program Manager and reports to the Director of CSI. The position has no direct reports.

Working Conditions:

  • Remaining in a stationary position, often standing or sitting for prolonged periods, much of which will be working at a computer.

  • In-person, downtown Boston Tuesdays and Wednesdays, with an occasional extra day with advance notice as required.

  • Will accompany CSI staff to some large events to provide logistical support. This may include climbing stairs, carrying boxes, and equipment set up. Must be able to lift up to 30 pounds.