Wilshire Boulevard Temple (“WBT”) is one of the largest synagogues in the country spanning over three campuses and includes day schools, early childhood centers, religious schools, camps, a social service center, and a new architecturally significant event center. The Executive Director of WBT is the head executive of the institution and, along with the Senior Rabbi and the Board of Trustees, is responsible for the overall operation of the entire organization. Currently, the Executive Director is seeking an Executive Assistant to provide executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive Director. The Executive Assistant also serves as a liaison for communications to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within an environment that is mission-driven, results-driven, fast paced, and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, attention to detail, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. The Executive Assistant must also be personable and able to work and coordinate with many different individuals with compassion and understanding while maintaining professionalism and timeliness.
Roles and Responsibilities
• Completes a broad variety of administrative tasks for the Executive Director as well as the organization’s CFO, including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex agendas.
• Plans, coordinates and ensures the Executive Director’s schedule is followed and respected including meeting-free time. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Executive Director’s time and office. Sends confirmation and follow up correspondence to keep the Executive Director’s calendar clean and accurate.
• Communicates often and completely with the Executive Director to get questions answered and receive approvals if needed. An open, communicative relationship between the Executive Director and the Executive Assistant is critical to the success of both.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the
Executive Director and the CFO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the Executive Director's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the Executive Director to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Executive Director and the CFO updated.
• Provides leadership to build relationships crucial to the success of the organization, and
manages a variety of special projects for the Executive Director and the CFO, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including
drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the
Executive Director's ability to effectively lead the company.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Follows up on contacts made by the Executive Director and supports the cultivation of ongoing relationships
? Edits all, and creates acknowledgement letters from the Executive Director to others
? Maintain quality filing and communications systems including contact management, document management, and archiving
Board Support and Liaison
• Serves as the Executive Director's administrative liaison to the Temple’s Board of Trustees.
• Develops a relationship with the president of the Board and their personal assistant (if any) for the smooth coordination of executive committee and board meetings.
• Maintains discretion and confidentiality in relationships with all Board members.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and
board committee matters, including advance distribution of materials before meetings in
electronic/paper format. Edits and completes first drafts for written communications to the Board on behalf of the president of the Board and/or the Executive Director. Assists Executive Director in adherence to governance compliance for all related entities of WBT.
Senior Management Liaison
• Assists in scheduling meetings, preparation of required documents and other materials, and coordinating and manage the agenda for Leadership Team meetings
• Assists in coordinating Senior Staff and All Staff meetings
• Assists other members of the Leadership Team with special projects or distributions upon request by the Executive Director. Maintains an “All For One and One For All” attitude for the
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
• Expert level written and verbal communication skills
• Experience with corporate or non-profit governance and legal documentation preferred
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced
• Forward looking thinker, who actively seeks opportunities and proposes solutions
Education and Experience Requirements
• Bachelor's degree required
• Law form experience strongly preferred
• Strong work tenure: five to 10 years of experience supporting C-Level Executives.
• Proficient in Google Office including Drive, Sheets and Slides, Raiser’s Edge/Blackbaud, Microsoft Office, Outlook, Word, Excel, and PowerPoint. Concur, Paycom experience preferred.