Executive Assistant to the Chief Executive Officer

  • Full-time

Company Description

The Jewish Federation of the East Bay and The Jewish Community Foundation are dedicated to building a vibrant and inclusive local Jewish community and to enhancing the well-being of Jews in the East Bay, Israel, and throughout the world. The Federation’s Annual Campaign raises approximately $3 million to support programs, initiatives and organizations critical to a strong Jewish community. Our goal is to create a cutting edge, donor-centric next generation Federation. The Jewish Community Foundation, a $125 million charitable organization houses endowment funds that benefit the Jewish Community Federation and other local Jewish non-profit organizations. The Foundation also holds more than 200 donor-advised funds and is the umbrella for nearly a dozen supporting foundations. 

Job Description

Overview

The executive assistant to the Chief Executive Officer manages the CEO’s daily calendar, follows up on his behalf with department heads, executive committee, board of directors, community leaders, synagogue directors, and Rabbis . Daily scheduling and coordinating of calendar/travel arrangements, screening calls, review of emails and all correspondence, arranging meetings, with emphasis on efficiency, project completion, time requirements, and responsibility. The Executive Assistant to the CEO is the public face of the Federation and Foundation to donors, fund holders, and community leaders. 

Duties and Responsibilities

• Coordinates complex calendar scheduling 

• Evaluates incoming documents and distribute to organization staff 

• Coordinates and prepare all office meetings and conferences 

• Provides administrative support for various office assignments and individual projects 

• Arranges dinners, lunches, retreats for board of directors

• Serves as key liaison between office staff, management and the CEO

• Arranges travel arrangements and maintain expense reports and track credit card expenses

• Handles sensitive and confidential information

• Prioritizes and track current projects and initiatives

• Arranges business meetings – planning, scheduling, and logistics

• Organizes on-site/off-site meetings, WebEx, and video/phone conference calls

• Develops agendas, plans and material for Department heads, Executive and Board of Directors meetings

• Screens and route calls; read and prioritize mail

• Provides backup support for other team members

• Collaborates effectively with other administrative staff

• Solve s routine problems on own; work with others to solve more complex issues

• Excellent analytical, interpersonal, and organizational skills

• Attention to detail and deadlines with exceptional follow-up skills

• Attends meetings and distribute minutes

• Pro-actively anticipates CEO’s needs

• Works effectively with the Board of Directors, Executive Committee, donors and Federation/Foundation staff

• This position will also assist the Director of Operations and Finance with projects and staff coverage as needed. 


Qualifications

• Strong written and oral communication skills

• Excellent interpersonal skills and the ability to interface with people from varied backgrounds in a professional manner on the phone, via email, an in person

• Ability to plan and prioritize workflow, with a track-record of meeting deadlines and taking initiative 

• Ability to work independently and collaboratively

• Excellent typing with at least 60 WPM.

• Strong written and verbal communication skills 

• Ability to handle time sensitive and confidential information while working with all levels of internal management and staff as well as clients and vendors.

• Proficiency in MS Office, Internet research, meeting schedulers, printers, CRM databases

• Flexibility and willing to handle new and evolving duties and roles as needed



Additional Information

The Jewish Federation of the East Bay offers a competitive salary and benefits package including medical, dental and vision coverage in addition to a retirement plan and paid vacation and sick leave. 

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