Administrative Assistant to the Executive Director

Job Summary:

The Administrative Assistant to the Executive Director will provide high-level administrative support to the Executive Director, facilitating the efficient operation of the organization. This role requires a proactive, organized, and detail-oriented individual who can manage multiple tasks and prioritize effectively. The Administrative Assistant will handle a variety of responsibilities, including scheduling, communication, and document management, ensuring that the Executive Director can focus on strategic leadership and mission-critical activities.

Key Responsibilities:

Administrative Support:

Manage the Executive Director’s calendar, including scheduling meetings with key stakeholders, donors, community leaders, and staff.
Coordinate, meetings, and events for the Executive Director.
Prepare, edit, and proofread correspondence, reports, presentations, and other documents as needed.
Organize and maintain confidential files and records, ensuring proper filing and quick retrieval.
Assist in the preparation of materials for Board meetings, donor meetings, and other key events.

Communication & Liaison:

Draft and manage communications on behalf of the Executive Director, ensuring prompt responses and professional correspondence.
Facilitate communication between the Executive Director and department heads, ensuring that all information is conveyed accurately and timely.

Meeting Coordination:

Schedule, organize, and attend meetings as needed, taking minutes and ensuring follow-up on action items.
Prepare agendas, presentations, and supporting materials for meetings
Ensure that meetings run smoothly and are productive, with all necessary information provided beforehand.

Document Management:

Maintain and update organizational documents, including strategic plans, budgets, and reports.
Assist in the preparation and distribution of financial reports, annual reports, and other key documents
Track and follow up on important tasks and deadlines to ensure completion in a timely manner.

Special Projects:

Support the Executive Director in the execution of special projects, including fundraising campaigns, marketing initiatives, and program development.
Conduct research, gather data, and provide analysis to assist in decision-making.
Coordinate with other staff and departments to ensure the successful implementation of these projects.

Qualifications:

Proven experience as an administrative assistant or similar role, preferably in a non-profit or community-focused organization.
Strong organizational skills with the ability to multitask and prioritize workload effectively
Excellent written and verbal communication skills, with attention to detail and accuracy.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools.
Ability to maintain confidentiality and handle sensitive information with discretion.
Strong interpersonal skills, with the ability to work collaboratively with diverse groups of people.
A proactive and flexible approach to work, with the ability to adapt to changing priorities.

Preferred Qualifications:

Familiarity with Jewish community organizations or experience working in a community-focused setting.
Basic knowledge of fundraising, marketing, and public relations principles.

Benefits:

Competitive Salary
Paid Time Off

1 week of vacation in year one of employment
5 legal holidays (Christmas, New Years Day, Memorial Day, Independence Day and Thanksgiving)
Jewish Holidays when the office is closed

Health and Retirement Benefits