Executive Assistant to CEO

Description

 ORGANIZATIONAL OVERVIEW  

POSITION SUMMARY  

We are seeking a dedicated and detail-oriented Executive Assistant to provide comprehensive support to our CEO at our dynamic organization. This pivotal role requires a highly organized and proactive professional who will manage a variety of administrative tasks, execute projects and research requiring independent judgment and analysis, and represent the executive office to internal and external clients. The ideal candidate will have exceptional communication skills, the ability to handle confidential information with discretion, and a commitment to positively impact the community. Join us in driving our mission forward and making a difference in the lives we serve. 

The Executive Assistant is expected to be on-site Wednesday & Thursday, plus additional days based on the organization’s needs (5-7 days a month). 

ESSENTIAL FUNCTIONS  

• Serve as the primary point of contact between the CEO and internal staff as well as external partners, donors, and stakeholders. 
• Act as a liaison and provide support to the Board of Directors. Arrange and handle all logistics for Board meetings and events: schedule meetings; develop, compile, and distribute presentation materials; and record and write meeting minutes on behalf of the Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.  
• Provide advanced scheduling management for the CEO. Prioritize inquiries and requests while troubleshooting scheduling conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.  
• Prepare and edit correspondence, communications, presentations, and other documents on behalf of the CEO and all administrative follow-up, including minutes, meetings, and record maintenance.  
• Provide a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team. Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO.  
• Plans and coordinates in-person or virtual events, including Board Meetings, Leadership Team meetings, conferences, Past President’s Meetings, CEO’s Donors meetings, and other ad hoc meetings.  
• Serve as the Board Single Point of Contact for questions relating to Board and Executive Committee and other special committees, i.e., Governance Committee. 
• Coordinate travel arrangements, prepare itineraries, plan logistics, and prepare and submit expense reports. Reconcile and process the CEO's travel expenses and personal expense reimbursement.  
• Review and process Executive Office invoices for payment.
• Manage and administer the Board Portal access and content.   
• Assist with any ad-hoc projects as needed.  

Requirements

QUALIFICATIONS KNOWLEDGE, SKILLS AND ABILITIES  

• Excellent organizational skills to juggle many tasks and large quantities of information.
• Experience managing complex calendars for senior executives 
• Ability to multi-task in a fast-paced environment and ready to pivot at a moment's notice when an urgent need arises.
• Excellent time management skills to keep the operations flowing smoothly and help the CEO manage their time.
• Exceptional written and verbal communication skills.  
• Technical Savvy, proficiency with MS Office, Zoom and various business applications, including database applications such as Salesforce.  
• Ability to exercise high-level judgment, discretion, and tact and maintain the highest level of confidentiality and discretion in handling and communicating sensitive information.  
• Experience in planning and coordinating events and meetings. 
• Willingness to work flexible hours, including occasional evenings and weekends if necessary. 
• Proven track record of being proactive and taking initiative. 
• Excellent interpersonal skills with the ability to interact with diverse groups of people. 
• Experience with travel arrangements, both domestic and international.
• Knowledge of board governance and experience liaising with board members (preferred).

EDUCATION AND EXPERIENCE  

• 5+ years of experience as an Executive Assistant, supporting C-Level Executives 
• Bachelor's degree in Business Administration, Communications, or related field preferred 
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) 

The Federation offers excellent benefits — medical, dental, vision, vacation, sick pay, holidays (including Jewish), and retirement plan. 

EMPLOYMENT PRACTICES 

The Federation views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a company culture where everyone can thrive. We strive to create a community that draws upon the widest possible talent pool to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values. The Jewish Community Federation and Endowment Fund is an equal-opportunity employer.