Executive Operations & Advancement Associate

What You’ll Do
Executive Partnership & Organizational Excellence

Serve as the Executive Director’s trusted partner, handling confidential matters with discretion while translating organizational priorities into measurable action and successful execution.
Manage the ED’s calendar, communications, workflow, and competing priorities, ensuring time and attention are aligned with Hillel’s strategic priorities.
Serve as the primary point of contact for stakeholders seeking access to the ED, exercising sound judgment and diplomacy in all interactions.
Prepare the ED for meetings, presentations, and community engagements by developing agendas, briefing materials, correspondence, and follow-up plans.
Strengthen organizational and document management systems and processes to promote effective collaboration between HQ and Student-Facing Staff, improving communications, accountability, and operational excellence.
In partnership with the Associate Director and Bookkeeper, coordinate human resources processes including recruitment, onboarding, performance reviews, and staff development.
Ensure the integrity, organization, privacy, and effective use of Hillel’s LGL database maintaining accurate records, appropriate user access, and consistent data quality.
Manage relationships with vendors and service providers in consultation with the Bookkeeper, ensuring operational needs are met effectively and efficiently.

Advancement & Stakeholder Engagement

Partner with the Executive Director to organize and advance fundraising campaigns (VIP, Campus, Community, Event, Legacy, and Capital), ensuring clear staff ownership and effective execution.
Develop and maintain donor profiles, VIP stewardship plans, and tracking systems to support the ED and the Development Committee’s donor solicitations.
Prepare the ED and Development Committee members for donor meetings and stewardship conversations by developing donor briefings, engagement strategies, and follow-up plans; serve as a confidential liaison to donors when needed.
Draft high-quality donor communications (including e-mails, correspondence, and proposals) aligned with the ED’s voice and Hillel’s mission and values.
Maintain LGL accurately to record and track donor gifts within campaigns and appeals, ensuring alignment with QuickBooks; oversee gift processing, recording, and acknowledgments.
Manage the grant calendar and compliance process, ensuring deadlines are met, staff responsibilities are clearly assigned, and reports are completed in collaboration with appropriate staff.

Board Relations & Governance

Ensure Hillel is in compliance with its Bylaws and governance policies, and facilitate clear communication between the Executive Director and Board leadership to ensure alignment, responsiveness, and effective governance.
Provide comprehensive administrative and coordination support to the ED and Associate Director in staffing the Board and its committees (including the Executive Committee, Standing Committees, and Program Committees), including preparation of briefing materials, reports, and key talking points for meetings.
Coordinate Board and Committee meeting schedules and, in partnership with staff leads and Committee Chairs, prepare and distribute agendas and meeting materials.
Manage meeting logistics (including RSVPs, room setup, and AV/food coordination); take and distribute minutes; and track decisions, action items, and follow-through to ensure accountability between meetings.
Maintain oversight of Board and Committee directives and organizational commitments, ensuring follow-through, progress tracking, and regular reporting on strategic priorities.
Support Board development and continuity by assisting with the identification, vetting, onboarding, and orientation of new Board members, including maintaining and updating the Board Book; supporting the Board buddy system; and implementing the orientation program.

Team Culture & Organizational Effectiveness

Foster a mission-driven, inclusive staff culture rooted in Jewish values, accountability, and shared responsibility for building a respectful and welcoming community.
Establish and reinforce shared stewardship of Hillel spaces ensuring the facility remains organized, welcoming, and consistently ready for student life and donor engagement.
Model and reinforce a culture of PRIDE – professionalism, respect, initiative, discipline, and engagement – across all staff interactions and organizational practices.
Lead internal communication systems that promote transparency, alignment, and shared understanding of organizational priorities and decisions.
Continuously identify opportunities to strengthen internal systems, improve workflows, and enhance organizational effectiveness.

Who You Are
You hold a bachelor’s degree from an accredited institution or the equivalent. An advanced degree is a bonus.
You bring at least five years of work experience in a mission-driven environment such as higher education, Jewish communal life, or nonprofit.
You bring a strong foundation in administrative and operational roles and are ready to step into a more expansive, executive-facing position with greater scope and responsibility.
You are highly skilled in written and verbal communication and proficient in Microsoft Office, CRM systems, and data and information management tools.

What You’ll Bring to the Job
Commitment to Hillel’s vision, mission, values, and goals including pluralism and diverse Jewish life choices.
High emotional intelligence, with the ability to make others feel heard and valued while connecting individual passions to Hillel’s mission.
The professional maturity to serve as a trusted gatekeeper while ensuring a welcoming and inclusive experience for all stakeholders.
Awareness of – or strong interest in acquiring knowledge of – current trends in Hillel, higher education, and nonprofit philanthropy.
Ability as a self-starter who can work independently and take initiative, but with strong interpersonal skills to collaborate effectively within a team-oriented culture.
Curiosity, strong work ethic, a sense of humor, and willingness to take risks, learn from experience, and grow professionally.
Proven project management, problem-solving, time management, and organizational skills, with the ability to manage multiple priorities while maintaining quality and accuracy.