EXECUTIVE ASSISTANT TO THE CEO, JEWISH FAMILY SERVICE
WHO ARE WE?:
Jewish Family Service of Cincinnati (JFS) is committed to hiring incredible people to do remarkable work. Our Mission: JFS strengthens lives and enhances our diverse community by providing exceptional and transformational human services. Our Vision: Guided by Jewish values, we strive for a community where everyone lives with dignity, security, and hope.
If you are wondering whether you have to be Jewish to work here, the answer is absolutely not! Jewish Family Service values a diverse workforce. We only care about your abilities, knowledge, competencies, and level of compassion.
JFS serves all individuals, and provides equal employment opportunities to applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, ancestry, marital status, veteran status, genetic information, immigration status, hair type, or any other protected status covered by federal, state, or local law.
POSITION SUMMARY:
Lend your talents to a mission that addresses food insecurity, counseling and the needs of older adults in a positive workplace culture with high retention and employee engagement scores. While we have “Jewish” in our name, this role is open to all detail-oriented, self-starters who want to make the world a better place. The Executive Assistant will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety. This position is responsible for supporting the work of the CEO. While there is some flexibility, the Executive Assistant needs to be on-site most days. Amazing vacation schedule and other benefits.
PRIMARY DUTIES AND RESPONSIBILITIES
- Support CEO on all administrative aspects of her work
- Provide admin support for JFS Board activities and some donor engagement programs
- Manage agency calendars and documents on intranet
- Organize & distribute incoming agency phone calls and faxes
- Manage incoming mail
- Manage the donor database, logging contributions and sending thank you letters
- Join the team greeting and admitting visitors to the agency
- Participate in the initial outreach to new volunteers, explaining the process for how to get engaged
ESSESTIAL FUNCTIONS:
CEO Support
- Maintain strict confidentiality regarding the CEO’s schedule, activities and communications
- Schedule meetings, often with multiple participants, at CEO’s request
- Manage credit card tracking for CEO, leaning our online system for submitting documentation
- Manage some errands, such as purchasing gift cards or picking up catering orders
Development-Related CEO Support
- Join the team assisting with donor outreach and acknowledgements, including documenting gifts in our highly intuitive donor software system (Bloomerang), and printing and mailing thank you notes. (JFS will provide training and support on this system.)
- Work with the development team as needed to log donor conversations and pull essential data from Bloomerang.
- Assist with scheduling donor meetings, providing food or meals as appropriate and helping to clear the room afterwards. Greet donors and serve as a front-line ambassador making a great impression.
Board-Related Activities
- Provide communications support to the CEO working with the board. Share meeting information and minutes, assist board members with information or documents they may be seeking. Work with them to confirm meeting RSVPs and on other activities.
- Manage the schedule of board meetings, creating the yearly meeting calendar in partnership with the CEO and Board President.
- Facilitate board meetings by creating zoom links, reminders, and in-person room reservations. Distribute agendas and other print outs. Prep for in-person meetings with snacks and drinks, setting up meeting materials and putting things away afterwards.
- Finalize and distribute board agendas based on drafts provided by the CEO.
- Finalize slide shows using Powerpoint that mirror the printed agenda. Run the slide show during board meetings.
- Prepare minutes and partner with the Board Secretary to finalize them and distribute them to board members.
- Track membership, participation, and term limits
- Maintain board contact lists and distribution lists
- Distribute board onboarding kit
- Maintain records of board votes, policies and procedure
Agency Administration Responsibilities
- Open and distribute the mail
- Place checks in the safe and coordinate with finance for pick-up or delivery
- Order cards and gifts as needed
- Stock office supplies, including stamps, paper, ink, envelopes, dish soap, coffee and tea and much more
- Keep a set of secure keys for JFS offices, in the event someone is locked out or there is some type of emergency
- Help to maintain the Intranet, uploading documents including: holiday schedules and policy updates
- Update the agency calendar, including posting vacation schedules, etc.
- Create annual holiday schedule for approval by CEO
- Join the team of people controlling access from the vestibules (front line security support)
- Log incident reports electronically and file hard copies
- Assist with annual meeting planning and implementation (order miscellaneous awards, longevity awards, intern gifts, order food, supplies and set-up and clean-up)
- Manage memberships and certain agency accounts, including the BBB, Zoom and other.
POSITION QUALIFICATIONS:
- Detail oriented and able to work independently
- Ability to communicate clearly and professionally through oral and written means.
- High degree of computer proficiency.
- Well-organized and flexible
- Able to work constructively as a member of a departmental and agency team.
- Ability to operate a variety of office equipment: voice mail, email, postage machine, copier, etc.
- $28.00 - $33.00/HR based on experience and a 37.5 hour work week
This position description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities, duties and skills required.