Executive Assistant

JPro | Remote, United States

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Posted Date 1/25/2023
Description

 

JPro Executive Assistant

Location: Remote, U.S. and Canada

About JPro

JPro is the organization of, by, and for the professionals who power Jewish organizations across the U.S. and Canada. JPro offers professional development, networking, and supports for career growth. With a history that traces to 1899, JPro is celebrating its recent trajectory of reinvention and growth. Since 2016, JPro has expanded from 95 affiliated organizations to over 300 and has served thousands of professionals with programs such as WellAdvised, JPro Master Classes, and a one-of-a-kind conference. The organization’s current business plan prioritizes excellence, reach, and access. Learn more about JPro’s mission, vision, and values here. To learn more about JPro’s special culture and this unique job opportunity, please read the FAQ.

About the Position

JPro’s first, full-time Executive Assistant (EA) will play a key role in supporting JPro during a time of growth and expansion. This position is well suited to a highly organized, emotionally intelligent, self-aware, and driven professional. This position provides a unique opportunity for someone to be in a key role at a national Jewish organization, interacting with board members, funders, and partners.

The EA will be a partner to the Chief Executive Officer, helping to ensure she is well-organized, efficient, and effective. The EA will be the CEO’s first point of contact with key stakeholders, including staff and major donors, and proactively managing the CEO’s calendar to ensure its alignment with top priorities. The EA must possess excellent verbal and written communication skills and must be comfortable working in a startup-like environment, managing shifting priorities to completion even when the path is not self-evident. This individual will possess the capacity to manage sensitive communications with discretion, confidentiality, and diplomacy. The EA will also offer administrative support to the Chief Operating Officer and will support the operating needs of the organization and the Board of Directors through scheduling, note-taking, and ensuring follow up. 

JPro serves a diverse workforce and needs a diverse staff team to best meet the workforce’s needs. Every new member of the staff is an opportunity for us to introduce fresh perspectives, experiences, and skills into our team. People who identify as Black, Indigenous, and People of Color (BIPOC); people with disabilities; LGBTQ+ people; JPro is trans-friendly and embraces people of all genders; individuals from diverse backgrounds, faiths, Jewish observance and background, and life experiences are encouraged to apply for this position. JPro strongly encourages individuals from groups that are underrepresented in the Jewish professional world to apply.

Responsibilities

Maximize our CEO’s effectiveness and efficiency

  • Provide professional administrative support to the CEO including heavy calendar management and follow-up for internal and external meetings
  • Ensure CEO is thoroughly prepared for all meetings and events, proactively staying ahead of the CEO’s calendar, in close coordination with the COO and other colleagues as needed, in order to provide relevant and timely information to the CEO 
  • Serve as both gatekeeper and gateway to the CEO, creating win-win situations for direct access to their time
  • At times, reach out on behalf of the CEO to staff and external stakeholders, ensuring clear communication and follow through as needed
  • Draft, proofread, and edit select correspondence and send on CEO’s behalf
  • Arrange and adjust detailed travel plans, when relevant creating itineraries and anticipating and proactively managing changes as they arise
  • Manage CEO’s expenses and reimbursement
  • Join the CEO’s meetings as needed with direct reports, Board members, external vendors, and stakeholders to capture action items and ensure effective follow up and project-managing to completion
  • Compose and prepare correspondence that is at times sensitive and confidential
  • Proactively identify opportunities to better maximize the CEO’s time, supporting her to ensure completion of competing prioritized tasks
  • Support the CEO’s fundraising and awareness raising work, partnering with development and program team staff members to coordinate, prepare for, and follow-up on meetings, events, and speaking engagements; including keeping funder records up to date in the CRM

Supporting the COO and Board of Directors

  • Collaborate with the COO on matters that relate to the staff and Board of Directors’ operations, including assisting with management and execution of both in person and virtual meetings.
  • Partner on a range of special projects, oftentimes playing a project manager role to steward projects along and coordinate amongst team members
  • Attend Board Committee meetings and other meetings, as needed, and take notes, ensuring action items are appropriately flagged and followed up on

Overall Responsibilities

  • Responsible for logistics for gatherings and convenings, both internal and external, including hotel arrangements, travel arrangements, meal planning, supplies and communication with attendees. (i.e., Board meetings, staff retreats, program convenings)
  • Provide administrative support to senior leadership as needed
  • Flexibility to take on special projects as they come up

Key Attributes

  • At least two years of full-time work experience, or equivalent mix of part-time work and graduate studies
  • Excellent interpersonal, written, and verbal communication skills and exemplary attention to detail
  • Proficiency with Microsoft, Google Suite and experience with NeonCRM or another database
  • Demonstrated ability to take initiative, be proactive and use “peripheral vision” to anticipate needs
  • Ability to set priorities, work independently, multi-task with regular interruptions, problem solve, maintain confidentiality, and coordinate projects successfully
  • Flexible work style with the ability to work under tight deadlines and with shifting priorities
  • Comfortable managing up and with dotted-line reporting
  • Demonstrates sound judgement, knows when to elevate to CEO/COO and when to take initiative
  • Familiarity with the landscape of Jewish organizations and Jewish life in the U.S. and Canada or enthusiasm and ability to learn the landscape quickly
  • Sense of humor, kindness, and a measured presence are assets in this position

Salary, Benefits and Team

Salary range of $50,000 - $58,000; health insurance stipend of $10K/year; 4% retirement contribution; competitive paid time off and parental leave; work culture that pairs high expectations and accountability with significant flexibility; one-time allowance of $1K for home office setup; significant investment in professional development. Starting salary, within the range, will be based on education, experience, and local cost of living. If your salary expectations are different and/or you have more experience than required, let’s talk.

To Apply
Please submit your cover letter and resumé through this link. Both a cover letter and resumé must be submitted for the application to be considered. Submissions will be acknowledged with an automated response and a personal email will follow once the application has been screened, according to the timeline in the FAQ.

JPro seeks to increase equity in its hiring and therefore:

  • To mitigate the inside edge sometimes given to those who have relationships with “field insiders,” JPro does not accept informal recommendations from individuals with personal connections to our staff or Board members and cannot factor such referrals into selection of candidates for interviews. We understand that this is somewhat countercultural but request that candidates do not reach out directly to JPro staff or Board members to leverage personal connections.
  • To maintain an equitable process, responses to all questions about the position will be answered in the FAQ document. Prospective applicants are encouraged to email questions to [email protected] with subject: Communications and Business Development Manager FAQ. Responses will be posted within two business days.
  • Frequently cited statistics show that women, trans, and nonbinary people, as well as other structurally marginalized groups apply to jobs only if they meet 100% of the qualifications. JPro encourages you to break that statistic and to apply. No one ever meets 100% of the qualifications. We look forward to your application.

This job description is intended to convey information essential to understand the scope of the position. It is not intended to be an exhaustive list of skills, efforts, duties, or responsibilities associated with the position.

Salary50000.00 - 58000.00 Annual
Duration
Full Time
Categories
Administrative Support
Organization Type
Other
Benefits
Paid Holidays | Paid Vacation | Parental Leave | Sick Days
Job Location
Remote

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