Executive Assistant, Office of the CEO

POSITION: Executive Assistant, Office of the CEO
NON-EXEMPT / NON-UNION
DEPARTMENT: Executive Office
SALARY: $65,000 - $75,000

SUMMARY DESCRIPTION OF POSITION:

Reporting to the Executive Associate, Office of the CEO, the Executive Assistant, Office of the CEO will work closely with the organization’s Board of Directors to ensure seamless communication and efficient coordination of board-related activities. This position will manage an online board management platform, back up the Executive Associate, and support C-Suite meetings.

PRINCIPAL DUTIES:

Board Meetings & Event Coordination

• Plan, manage and execute the logistics and scheduling of Board of Directors meetings, Executive Committee meetings, board retreats, and other board-related events with CEO and others, including preparing agendas, distributing materials, and coordinating catering, travel arrangements, etc., as needed.
• Handle all logistics for meetings of the Board of Directors and Executive Committee, including creating meeting materials, sending reminders, tracking attendance, supporting staff preparation, and taking and filing minutes.
• Ensure clear and consistent communication with board members on relevant organizational updates and information
• Serve as the first point of contact for administrative needs of board members.

Maintain & Updating Online Platforms:

• Create and organize information in Board portal platform, ensuring board training and support as needed.
• Maintain all Board data in the Federation’s Donor Management system, particularly as it relates to attendance and committee involvement
• Maintain accurate and organized records of board-related activities, including meeting minutes, resolutions, and board member information on board portal.

Executive Team Administrative Support:

• Support members of the C-Suite including CEO, CFO, and COO with meeting scheduling, calendar maintenance, and email correspondence to internal and external parties.
• Participate in committee meetings and transcribe meeting minutes beyond Board of Directors meetings.
• Arrange meetings including preparing and sending out meeting notices and invitations, booking rooms, food ordering, IT requirements, meeting material preparation, etc.
• Prepare check requests and payments to vendors.
• Compose letters or other written materials independently or in accordance with oral and written directions.
• Interact on a daily basis with a variety of staff, lay leaders, high-level donors, executives and Federation partners, and vendors, maintaining confidentiality at all times.
• Serve as administrative assistant to President & CEO in the absence of the Exec Associate/Office of the CEO.

ADDITIONAL DUTIES

Be available to supervisor for additional assignments, as required, including assisting with the Campaign.

EDUCATION & EXPERIENCE REQUIRED FOR POSITION

• B.A. preferred or 3+ years of demonstrable administrative experience supporting C-Suite or other senior leadership.
• Strong technical skills including MS Word, Excel, PowerPoint and ability to learn new online systems quickly and with ease.
• Excellent written and verbal communication skills.
• Strong analytical, interpersonal and human-relations skills required.
• Knowledge and appreciation for an increasingly diverse Los Angeles Jewish community preferred.
• Self-starter who is motivated, assertive, reliable, and can work in a fast-paced environment.
• Good judgment and tact are a must.
• A hybrid work model will be implemented for certain. This position must report to worksite on non-remote workdays, as determined by the Federation. Some evening hours may be required.