Senior Associate, Agenda Services in Philadelphia, Pennsylvania at Pew Charitable Trusts

Senior Associate, Agenda Services (Hybrid)

Agenda Services

Agenda services is a high-energy high-volume unit within the legal affairs department that serves the needs of the institution, the CEO, general counsel, and the board of directors. The team is responsible for managing, crafting, and reviewing board, committee, trip, and learning session books; conducting organization-wide and individualized trainings for staff, facilitating the institutions communications with the board; and serving as a resource for Pew management and staff on board-related matters.

Position Overview

The senior associate reports to the project director, agenda services, on crucial institutional board-related processes. This is a key position within the agenda services team, which works closely with staff across the organization on the creation and publication of the board book process and requires significant use of initiative and independent judgment in managing technical operations and projects with stakeholders from Pews operations and program areas. The ideal candidate will demonstrate strong analytical, project management, organizational, communications, and customer service skills.

This position is based in Pews Philadelphia, PA office and reports to the project director, agenda services. This position participates in Pews hybrid work program with core days in the office and the flexibility to telework the remaining days. Staff also enjoy four telework flex weeks per year.

Responsibilities

Foster a work environment that inspires excellence, values impact, encourages transparency, builds mutual trust and respect, embraces and values diversity, and is collaborative, caring and compassionate.

Work closely with manager and other team members on the crucial quarterly board book process, coordinate workflow from every department in the organization; maintain quality control; resolve issues; communicate policy changes; and ensure that management and the board receive the consummate product on schedule.

• Serve as an institutional resource for all Pew staff on any agenda services question or issue. Identify problems and work with staff to solve them. Assist staff to ensure that all board meeting documentation is complete, accurate, and clear and that it can move through the approval process expeditiously. Ensure that staff is informed of all changes; and provide staff with clarification.
• Facilitate discussion and problem-solving.
• Maintain Board Central, portal to collaborate, review, and approve board documents,
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• Serve as Pews in-house Diligent expert, the governance software that enables board members of corporations and not-for-profit groups to share, collaborate and vote on organizational information for board and committee meetings.
• Conduct orientation sessions for new and existing staff on the Board Central Platform.
• Work with IT on system upgrades and requests for improvements to the Board Central platform. Work closely with other team members to ensure improvements are addressed, implemented, tested, deployed, and well-documented.
• Serve as liaison between Pew staff and the IT department on project-related questions/issues. Ensure staff receive a quick resolution to any obstacles and keep IT informed of all changes regarding documents and changes needed to database.
• Help maintain, create, and update the units policies and procedures manuals.
• Collaborate with and assist less experienced peers.
• Contribute to and participate in tasks and special projects as assigned. Participate in Pew-wide projects related to the legal affairs department as necessary.

Requirements

• Excellent written (including proofreading and editing) and verbal communication skills. Working knowledge of Associated Press style.
• Discretion in handling highly sensitive and confidential information.
• Comfortable developing and moving projects forward with minimal supervision; ability to recommend and implement a systematic course of action to ensure project completion; provide a task-oriented style with focus on achievement and process. Ability to manage projects and motivate colleagues through effective collaboration.
• Exhibits judgment in practical matters and critical decisions, choosing wisely after contemplating various courses of action.
• Demonstrate strong research and analytical skills; ability to investigate an issue, ask thoughtful questions and recommend alternative resolutions as appropriate; build a logical approach to addressing problems by drawing on own knowledge, or by seeking other references or resources as appropriate.
• Willing to adjust to multiple demands, shifting and competing priorities, and demonstrate flexibility.
• Strong sense of diplomacy and understanding of organizational dynamics to manage complex relationships with colleagues tactfully and effectively. This includes the ability to listen, distill information, consult with and suggest new approaches.
• Demonstrated customer service skills. Highly responsive.
• Demonstrated proficiency in Windows Office, Microsoft Word, SharePoint, Excel, PowerPoint, Outlook, Adobe Pro, Teams, and Smartsheet preferred. Ability to quickly learn and master software specific to the department or institution.
• Familiar with Diligent, the board meeting management software, preferred.
• Generally requires 4 years of experience, and a bachelors degree or equivalent experience.

Travel

Occasional travel to Washington, DC.

Salary Range

The salary range represents a reasonable estimate of the annual salary based on Pews commitment to provide equitable and market-competitive pay. The actual salary offered will take into consideration many factors including but not limited to job-related knowledge, skills and experience, internal pay equity, and business need.

Total Rewards

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.

Pew is an equal opportunity employer and makes employment decisions without regard to race, ethnicity, gender, or any other protected characteristics.