Executive Assistant

Jewish Federation of Greater Seattle | Seattle, WA, United States

Posted Date 5/03/2022
Description

Organization: Jewish Federation of Greater Seattle

Location: Hybrid Position - remote with limited hours in the Downtown Seattle office

Hours: Full Time, Non-Exempt 1

The Jewish Federation of Greater Seattle is searching for an experienced senior level administrative professional committed to being a member of the Federation’s professional team, fostering the Federation’s mission, values, and inclusive culture. The ideal candidate is resourceful, organized, and thrives in a collaborative and fast-paced environment as the Executive Assistant.

Why We Want to Work with You:

You hold the big vision and the day-to-day details in mind simultaneously. You can juggle (literally or metaphorically). You have a detective’s eye – the ability to reconstruct a process utilizing past resources, then improve it. Your close friends think you are too organized. You’re intensely curious, eager both to learn new things and to regularly question your own assumptions.

Why You Want to Work with Us:

As an Executive Assistant you experience pride and satisfaction from your work supporting the President & CEO and being the main interface for the Board of Directors and committees.  You will serve as a “utility player” overseeing several processes related to the governance of the Federation.

You will be exposed to a wide range of people and responsibilities, as well as to the internal infrastructure and operations of a thriving Jewish Federation. You will work with an accomplished and diverse team in which each individual is committed to their own rapid development as well as to that of the Federation.

This position reports to the President & CEO.

JOB RESPONSIBILITIES

Summary: The Executive Assistant (EA) provides high-level administrative support to the President & CEO. The EA is the main interface for the Board of Directors, Executive Committee, Fiscal Management Committee, Nominating Committee and other committees related to overall Federation governance. The EA is responsible for managing numerous relationships, tasks, and meetings in support of the Federation’s goals. As a member of the Federation’s professional team, the EA is expected to foster the Federation’s mission, values, and inclusive culture. The EA works collaboratively with the HR and Administrative Assistant.

Essential Responsibilities of the Position include the following.  

Executive Administration

  • Provide high-level support to the President & CEO which includes scheduling meetings, facilitating internal & external communication, and making travel arrangements
  • Identify and prioritize items for attention for the CEO
  • As an intermediary between the President & CEO & staff, build and maintain good working relationships with staff members
  • Uphold a strict level of confidentiality
  • Prepare annual allocation letters/emails in tandem with the CEO and appropriate managers
  • Complete executive credit card reports, expense reports and check requests as requested

Board of Directors and Committee Governance

  • Primary liaison between the CEO and Board, lay leaders, vendors, local agencies
  • Maintain Board attendance, create Board slates, send annual thank you letters to Board and committee members, welcome letters to continuing and new Board and committee members. 
  • Attend and take the minutes at all Board meetings and other committee meetings as requested 
  • Update the Board Motions Binder at the end of each fiscal year
  • Onboard the new Board members each fiscal year
  • Update Board, Board committee lists, and Board contact information
  • Oversee the logistics including report preparation for Board Development and Nominating Committees 
  • Be a resource and assist in the logistics of the Annual Meeting 
  • Issue annual Conflict of Interest Policy and the Form 990 Questionnaire and manage the receipt of all responses and create digital copies. Prepare 990 reports for the Director of Finance.

Meeting and Event Coordination

(Note: During the COVID-19 pandemic, meetings will take place virtually via Zoom until deemed safe for us to gather in person)

  • Responsible for the preparations for Board of Directors, Executive, Fiscal Management, Board Development, Nominating, and Pamela Waechter Jewish Communal Professional Award Selection Committee meetings
  • Oversee the logistics of the Federation Annual Meeting and Pamela W Memorial Service
  • Attend committee, departmental and Federation meetings and events as needed

Other duties and special projects may be assigned.

QUALIFICATIONS

Required Qualifications:

  • 5 years minimum in office/executive administration experience
  • Bachelor’s Degree preferred
  • Comfortable command of Microsoft Office Suite, Google Workspace, DocuSign, Zoom, as well as other technology tools

Preferred Attributes and Competencies:

  • Outstanding written and interpersonal skills with the ability to adapt and interact effectively at all levels of the organization, including senior leadership, peers, lay leaders, vendors, local agencies
  • Proven track record of effective time management, taking initiative, working independently, and delivering results.
  • Strong critical thinking, problem solving, and project management skills.
  • Strong written and verbal communication skills
  • Excellent organizational skills and ability to maintain high level of accuracy and attention to detail
  • Strong follow-through skills, ability to anticipate issues, prioritize workload and meet deadlines.
  • Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands
  • Must be self-motivated and resourceful with a demonstrated ability to learn quickly and set priorities, working with minimal supervision 
  • Professional demeanor and ability to handle all situations in a calm manner
  • High level of integrity and ability to maintain confidential information
  • Strong customer services skills
  • Experience with nonprofit organizations and boards a plus

Compensation: DOE commensurate with experience.  We offer outstanding benefits including medical, dental, vision, life insurance, 403(b) and 401(k), cell phone allowance, 15 days accrued vacation days, 5 days accrued sick leave, 16 paid national and Jewish holidays in 2022, and a hybrid work environment. (Note: Paid holidays are determined annually which include 8 national holidays with Jewish holidays determined by the Jewish calendar)

How To Apply:

Please submit your resume in PDF format, along with:

A cover letter describing your interest, qualifications, and salary requirements to [email protected].  

Applications are reviewed on a rolling basis.

Interested candidates are encouraged to visit the Federation website (www.jewishinseattle.org) to gain insight into our mission, values, and impact. No phone calls please.

Equal Opportunity Employer: The Jewish Federation of Greater Seattle is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We do not discriminate on the basis of race, color, religion, national origin, sex, age, sexual preference, disability, or any other protected class.

COVID-19 Vaccination Policy: Employees of the Jewish Federation of Greater Seattle are required to be fully vaccinated against COVID-19 (including the two-week waiting period following initial inoculation) and COVID-19 boosters as recommended by the CDC. Employees are required to present written evidence that they received an FDA-approved vaccination against COVID-19 unless an employee has a legitimate justification for not being vaccinated and is granted an exception.

Duration
Full Time
Categories
Administrative Support | Executive Assistant
Organization Type
Federation
Benefits
Retirement Plans | Dental | Life Insurance | Medical Insurance | Paid Holidays | Paid Vacation | Parental Leave | Sick Days | Vision
Job Location
US

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