PURPOSE: The Administrative Department is dedicated to ensuring the seamless operation of The Jewish Board by providing essential support services that empower staff to focus on delivering impactful care to the community. Through effective coordination, resource management, and process optimization, the department facilitates strategic decision-making and maintains operational excellence. By fostering collaboration and ensuring the integrity of administrative systems, the team plays a pivotal role in advancing The Jewish Board's mission of improving lives and strengthening communities.
POSITION OVERVIEW: The Executive Assistant plays a critical role in supporting the mission of The Jewish Board by providing high-level administrative support to senior leadership in the Development and Marketing departments. This position ensures the efficient operation of the executive office by managing schedules, coordinating meetings, preparing reports, and acting as a liaison between internal teams and external stakeholders. Through organization, discretion, and proactive problem-solving, the Executive Assistant helps advance the agency's mission of empowering individuals and families to achieve their best potential.
KEY ESSENTIAL FUNCTIONS: • Providing administrative support to the Development and Marketing departments leadership, including managing schedules, coordinating meetings, and organizing travel arrangements. • Provide support for and attend Development and Marketing Department work events. • Coordinate and attend Development and Marketing department in-person meetings. • Coordinate requests made of the Marketing department to help ensure timely completion of projects • Liaise with outside vendors to help ensure the timely production of marketing collateral, such as brochures and swag • Organize and maintain Development and Marketing materials at agency headquarters • Serving as a liaison between the departments and internal/external stakeholders, handling inquiries and correspondence professionally and with discretion. • Supporting budget tracking and expense management to ensure departmental spending aligns with budgetary guidelines. Maintain records in the Development database, including updating contact information, adding notes, and deliverables, and running basic reports. • Support the Development acknowledgement process, which may include writing or personalizing letter templates, proofreading documents, and printing & mailing. • Assisting with phone and email communications, ensuring inquiries are routed to the appropriate team members or programs. • Coordinating departmental functions, such as scheduling shared resources, managing reservations, and maintaining office supplies. • Maintaining accurate records for timesheets, time-off requests, and department documents. • Assisting with onboarding new team members and coordinating training sessions for administrative staff. • Participating in department meetings, taking notes and following up on action items as needed. • Coding and reconciling invoices; Preparing vendor documentation for contracts; Maintaining filing of signed contracts and documentation. • Providing support and resources in a way that addresses the unique needs of employees from diverse backgrounds, recognizing the impact of intersectionality on their experiences. • Creating organization documents and flow charts. • Assisting with monthly credit card reconciliation for departments. • Creating PowerPoint presentations as needed. • Other duties as assigned.
CORE COMPETENCIES for the position include: • Strong written and oral communication skills; great customer service skills. Ability to interface with senior leaders • Able to multi-task also ensuring accurate and timely completion of tasks and projects • Self-motivated • Solution oriented, resourceful, resilient • Team player and excellent collaborative skills
EDUCATIONAL/TRAINING REQUIRED: • Associate or Bachelor’s degree in related field preferred, High school diploma required
EXPERIENCE REQUIRED/LANGUAGE PREFERENCE: • Minimum of two years of work experience in administrative role managing multiple projects/tasks required • Experience interacting with customers/clients/consumers utilizing a professional and compassionate approach required COMPUTER SKILLS REQUIRED: • Strong computer skills and use of Microsoft office software (ex: PowerPoint, Excel, Word) • Competent to use office tools such as scanners, copy machines • Audio videoconference platforms (ex: Zoom, MS Teams) • Ability to use business software to order supplies, manage payroll, log expenses, etc. VISUAL AND MANUAL DEXIERITY: • The candidate should be able to read paper and electronic documents and perform significant data entry into various computer programs • Manual dexterity and hand-eye coordination to travel independently using public transportation WORK ENVIRONMENT/PHYSICAL EFFORT • The offices at Jewish Board are accessible in accordance with the ADA. • To perform the essential functions of this job, the candidate is routinely required to sit (80% of the time) and stand (20% of the time). • This role is a hybrid position located, 4 days in office at 463 7th Avenue 18th Fl. New York, NY 10018
We are an equal opportunity employer that does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, marital status, veteran status, or any other status protected by applicable federal, state, or local law.
