The Director of Program Initiatives, reporting to the Executive Director, provides management, strategic, and administrative support to the Executive Director and the Executive Director Department of Embrace Boston. They play a vital role in Embrace Boston’s success by maximizing the Executive Director’s time to best achieve the organization's goals and managing projects and initiatives that support the enterprise of Embrace Boston. This role manages a rapid flow of work, handling many tasks daily, spanning multiple projects, with a need to toggle between the big picture, long-term strategic priorities, and time-sensitive details. They exercise significant discretion to ensure the organization's smooth functioning and help determine what external issues require the full team’s involvement or notification. The Director of Program Initiatives supports other staff and helps to manage the Executive department's workload by tracking and prioritizing tasks; preparing content for meetings, presentations, and projects; and working with other team members to ensure the successful implementation of projects.
The Director of Program Initiatives has strategic project management and interpersonal relationship skills, must be detail-oriented, is a strong writer and researcher, demonstrates exceptional judgment and discretion, and brings a spirit of curiosity and a hunger to learn. While this role will evolve in relation to the organization’s development, there will always be significant project management and administrative components to the role. The Director of Program Initiatives will have constant access to an organization-wide view and will directly impact the organization’s growth.
- Completely manage projects and initiatives and manage the multiple components of each project;
- Creates, edits, and formats various types of documentation and complex correspondence, including letters, meeting minutes and agendas, reports, publications, and statistical data;
- Provide administrative, strategic, and logistical support to a rapid flow of projects and fundraising efforts;
- Provide administrative and project management leadership for internal and external meetings and events, including Board meetings and fundraising events;
- In conjunction with other staff, project manage the Executive Director’s workload by scheduling all meetings and holding final responsibility for managing the Executive Director’s daily calendar and logistics; and
- Support when necessary the Executive Director emails and calls aligned with organizational priorities, responding in a timely manner and/or passing along to appropriate team members
- Participates in various Embrace Boston internal meetings, including program planning, development, resource utilization, and scheduling;
- Performs other duties as assigned related to Embrace Boston's mission or to support coalition partners, funders, or other stakeholders; and
- Individuals assigned to this position may perform other duties as assigned.
Preparation, Knowledge, Previous Experience:
- At least 5-10 years of relevant experience or in a role with transferable skills.
Skills, Abilities, and Competencies:
- Exceptional project management skills, extremely well-organized, and strong attention to detail, so there is confidence that work will not need to be double-checked for accuracy;
- High degree of professionalism, customer service, and organizational skills with the ability to work independently and with a team.
- Excellent written and oral communication skills;
- Demonstrated experience communicating with a wide range of audiences and able to present key information in an engaging way in terms of both language and visual presentation;
- Curiosity about and interest in research; can quickly uncover facts and interested in pursuing additional information with focus and ability to draw insights from what is relevant;
- Resourcefulness in approaches to designing solutions, building relationships, and solving problems;
- Able to understand organizational processes and dynamics in order to make sound recommendations and choices for how to prioritize the projects in the Executive department;
- A can-do and will-do attitude, i.e. no task is too high level nor too basic;
- Strong interpersonal skills and ability to build effective relationships;
- Experience using Salesforce or a comparable database, Zoom, and mass email marketing systems, as well as the ability to learn new software;
- Passion for continuous learning and development;
- Excitement about and ability to make order out of ambiguity;
- Passion for racial and economic justice;
- Comfortable working with evolving priorities and timelines;
- Ability to balance attention to process, results and relationships;
- Proficient in Google applications (Drive, Docs, Sheets, Gmail) and Microsoft Office Suite (Word, Excel, PowerPoint); and
- A deep awareness, understanding, and connection to the Boston community, including connections to community-based organizations and leaders preferred.
Working Conditions and Physical Demands
- Ability to work at workstation for long periods of time;
- Ability to use a keyboard for extended periods of time; and
- Ability to work remotely and on-site as required.
The content is intended to describe the general nature and level of work performed by persons assigned to this job. It is not intended to constitute an exhaustive list of all responsibilities and duties required.
External and internal applicants and position incumbents, who are or become disabled as defined under the Americans with Disabilities Act or applicable state law, must be able to perform the essential functions of the job (including those listed above) either with or without reasonable accommodation. If any, reasonable accommodation will be determined by management in consultation with the employee on a case-by-case basis.
This job description is intended to be general and may be revised from time to time. At management's discretion, the employee may be assigned different or additional duties from time to time.