Senior Associate, Executive Office
- Job posted by The Pew Charitable Trusts
The Pew Charitable Trusts is driven by the power of knowledge to solve today's most challenging problems. Pew applies a rigorous, analytical approach to improve public policy, inform the public and invigorate civic life.
We are an independent nonprofit organization – the sole beneficiary of seven individual trusts established between 1948 and 1979 by two sons and two daughters of Sun Oil Company founder Joseph N. Pew and his wife, Mary Anderson Pew.
Our work lays the foundation for effective policy solutions by informing and engaging citizens, linking diverse interests to pursue common cause and insisting on tangible results. Our projects encourage efficient, responsive governments – at the local, state, national and international levels – serving the best interests of the people. We partner with a diverse range of donors, public and private organizations and concerned citizens who share our interest in fact-based solutions and goal-driven investments to improve society.
With offices in Philadelphia, Washington, D.C., Brussels and London and staff in other regions of the United States as well as Australia, Pew provides an exciting learning environment and the opportunity to work with highly talented individuals. We are a dynamic, rapidly evolving organization that values creativity and innovative thinking and fosters strong teamwork with mutual respect.
The Executive Office
The Executive Office (EO) is a high energy, high volume department that serves the needs of the entire institution and its external constituents by supporting the work of the president and chief executive officer. Executive Office staff gain exposure to a wide range of individuals from inside and outside the organization and have the opportunity to work on diverse projects. The president works from two locations, traveling between Philadelphia and Washington, DC, weekly and meets with high-level constituents on a daily basis including board members, donors, grantees, CEOs, and government officials.
Pew employs a flat management structure, with the senior executives reporting directly to the president. For this structure to be effective, the Executive Office staff facilitates communications between the president and various departments of Pew. In addition, the Executive Office staff coordinates relationships and communications with outside constituents, such as those listed above, as well as consultants and prospective partners.
The Senior Associate is a key position within Liaison team of the Executive Office, working primarily with the Senior Manager, Executive Office (Liaison) and up to two Associates to support coordination between the Executive Office and Pew's Program portfolio, cross-cutting and operations departments (including Finance and Technology, Administration, Legal, Communications, Government Relations, and Institutional Partnerships) and the Pew Research Center, an independent subsidiary. This position will also work closely with the entire Executive Office to ensure collaboration and information sharing regarding communications, government relations or fundraising components of all programmatic work. This individual will provide project management assistance and guidance to the other members of the Executive Office team. The Senior Associate will report to the Senior Manager, Executive Office (Liaison).
The position requires outstanding organizational, communication, follow-up, and interpersonal skills, must be self-motivated and exhibit time management skills necessary to perform in a high volume office, practice discretion and respect for confidentiality and a commitment to providing professional, customer-focused service.
- Manage the agenda review process, by which documents are prepared for approval by Pew's board. This includes serving as the primary liaison between the Executive Office and other units, both programmatic and operational, and tracking and managing the flow of board documents from draft to final stages;
- Anticipate and prompt the scheduling of any necessary meetings (e.g., between the CEO and other institutional leadership, or among agenda liaisons), and participate in the final review of all materials presented to the board to ensure that the President's feedback has been appropriately addressed;
- Develop a thorough understanding of how grants and Trusts-operated projects (TOPs) are managed, from conceptualization to implementation and monitoring;
- Develop a nuanced understanding of Pew's programmatic priorities and operational procedures, as well as a method to track their progress;
- With direction and supervision by Senior Manager ensure that staff in operations and crosscutting units understand and respond to CEO's feedback on materials, including contracts, board-related documents and materials for other internal or external constituencies. Work with colleagues in the Executive Office to assess relevant systems and procedures, suggesting and implementing different approaches to maximize value and efficiency;
- Working closely with Agenda Services and IT as an Agenda Central “super-user,” improve the functionality of Agenda Central through usage and testing, as well as offering and facilitating feedback. Working closely with the Agenda Services team and contacts throughout Pew and the Pew Research Center, improve the institution-wide functionality of Agenda Central. Train and mentor new Liaison team and Executive Office members in the agenda review process;
- In cooperation with all members of the Executive Office, support the quality and efficient workflow of the high volume of materials for the president by independently taking on writing assignments, conducting research, preparing meeting briefings, and assuming other special projects as well as proactively identifying overlapping issues and projects;
- Working closely with the Senior Manager (Liaison), help to assess organizational systems and procedures, suggest and implement different approaches to maximizing efficiency and advancing information sharing and strategic collaboration;
- Manage the flow of all donor-related materials submitted for Presidential signature, and facilitate smooth collaboration with the Writing team when special donor letters or projects arise;
- Assist with liaison responsibilities between the Executive Office and the Program, operations, and cross-cutting units, including: coordinating agendas for CEO check-in meetings and maintaining systems that help the team manage follow-up activities and track deliverables; train and mentor new Liaison Team members to do the same for the areas they cover (such as the Program cluster, including Environment-Americas, Environment-International, Government Performance-State and Local, Government Performance-Federal, Philadelphia, Strategy, and Research and Science; and cross-cutting and operations departments, including Finance and Technology, Administration, Legal, Communications, Government Relations, the Institutional Partnerships, and the Pew Research Center, an independent subsidiary of the Trusts), and to accurately and effectively track and communicate about our work, especially as they begin to acquire a fuller understanding of Pew's operational and programmatic initiatives, as well as institutional goals and objectives.
- Steward the Founding Fathers Papers grants and their historical archives in the Executive Office;
- Draft briefing materials for the President and CEO external meetings;
- Submit documents directly to the CEO for review and follow up with appropriate departments as necessary;
- Develop a clear understanding of the Departmental Trusts-Operated Projects (TOPs) and program budget-related responsibilities of the liaison team;
- Support, participate in and contribute to special projects. At any given time several high-profile or high-impact initiatives are managed directly out of the Executive Office. Activities are varied and diverse, span the project's lifecycle from planning to implementation to evaluation, and include brainstorming new project ideas with Pew's president; preparing for and participation in meetings with internal and external partners; working to refine plans and project budgets; drafting of oral and written summaries of the project activities and developing recommendations for management and board approval; managing project logistics; conducting research as needed and keeping abreast of developments in the field and in the media that might impact the work;
- Support the Senior Manager, Executive Office (Liaison) in responsibilities related to programmatic, operations, and cross-cutting activity. Activities may include maintenance of an internal action item tracker, project management, proactive follow up on deliverables, preparation of reports and memoranda, etc;
- Serve as a resource to staff, answering questions and providing counsel on matters related to institutional policies and procedures related to programmatic activities; and
- Share crosscutting information to ensure effective departmental coordination and the timely completion of activities.
- Bachelor's degree required with a minimum of four years of relevant professional experience required.
- Superior writing and editing skills; ability to write well and accurately in a fast-paced environment, as well as to write in another's voice, to adapt to different writing styles and to edit the work of others. Ability to synthesize material quickly, to focus on the essence of an issue and to address it both verbally and in writing. Excellent knowledge of grammar and usage is critical.
- Highly detail-oriented; while also having the ability to see the larger picture.
- Demonstrated strong research and analytical skills. Resolves problems creatively and logically. Ability to investigate an issue, ask thoughtful questions and recommend alternative resolutions as appropriate. Able to build a logical approach to addressing problems by drawing on own knowledge and experience or by seeking other references or resources as appropriate.
- Strong project management skills, including ability to prioritize tasks, handle multiple assignments, often under tight deadlines while maintaining high levels of accuracy and organization. Develop and move projects forward with a high degree of independence. Able to establish a systematic course of action to ensure project completion. A task-oriented style, with focus on achievement and process.
- Exhibits judgment in practical matters and critical decisions, choosing wisely after contemplating various courses of action.
- Strong interpersonal skills – ability to establish credibility and to interact productively with internal and external audiences across levels of staff. Ability to work well with others in a team environment establish trust and provide counsel to staff in a thoughtful, sensitive and timely manner.
- Possesses maturity and confidentiality, as befitting a key member of the president's staff. Understands and respects sensitive nature of information and manages this responsibly with great care so that situations are handled discretely, effectively and efficiently.
We offer a competitive salary and benefit program, including: comprehensive, affordable health care through medical, dental, and vision coverage; financial security with life and disability insurance; opportunities to save using health savings and flexible spending accounts; retirement benefits to help prepare for the future; and work/life benefits to maintain a good balance.
The Pew Charitable Trusts is an equal opportunity employer, committed to a diverse and inclusive workplace. Pew considers qualified applicants for employment without regard to age, sex, ethnicity, religion, disability, marital status, sexual orientation or gender identity, military/veteran status, or any other basis prohibited by applicable law.
Minimum Education Required