St. Paul Federation Seeking Executive Assistant

Job Title:

Executive Assistant

Organization Name:

Jewish Federation of Greater St. Paul

Job Type:

Full-Time

Salary:

Commensurate with experience

Hours:

Full-time, Some nights and Sundays

Deadline:

Open until filled

Job Summary/Description:

The Jewish Federation of Greater St. Paul is seeking an experienced Executive Assistant to support both the non-profit’s CEO and VP of Development and to manage the office. The Executive Assistant will perform a variety of complex administrative functions in support of the two senior managers.

You must have excellent primary administrative skills, as well as be able to positively engage community leaders and partners, donors, board members, and work well with staff members.

You must have strong planning, organizational and time management skills, and the ability to work independently and prioritize multiple projects. You also must demonstrate strong initiative, integrity and trustworthiness, and manage confidential information.

Ultimately, you should be able to identify and address the needs of the CEO and VP of Development and perform administrative tasks to ensure our company’s workflow runs smoothly.

You will, at times, need to support evening Executive Committee, Board, and other committee meetings.

Primary Duties and Responsibilities:

Support the CEO and VP of Development

Maintain the CEO and VP of Development’s calendar; plan and schedule meetings, conference calls, and domestic and international travel plans end to end. The ability to prioritize their calendars is essential
Plan, coordinate, and ensure that the CEO and VP of Development follow their schedule
Act as a “gatekeeper,” minimizing interruptions of the CEO and VP of Development’s work unless an immediate response is necessary
Work with the CEO and VP of Development to keep them well informed of upcoming commitments and responsibilities, following up appropriately
Act as a “barometer,” having a sense of the issues taking place in the environment and keeping the CEO and VP of Development updated
Help ensure that CEO and VP of Development’s complete their projects; follow up on results
Assist the CEO and VP of Development in project management and execution, including internal communications, events and space planning
Represent the CEO and VP of Development at meetings in the CEO and VP of Development’s absence
Read, research, and route correspondence
Produce reports and other information by collecting, analyzing, transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
Manage meeting logistics, agendas and take and distribute meeting minutes as needed
Reconcile expense reports; ensure timely processing and approvals as appropriate
Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.

Communications

Initiate phone calls for the CEO and VP of Development when they request
Edit and complete first drafts of written communications
Follow up on contacts made by the CEO and VP of Development and support the cultivation of ongoing relationships
Create and edit acknowledgment letters from the CEO and VP of Development to donors

Office management

Work with the Finance Director to onboard new hires, including but not limited to completing new hire documentation, setting up the office, obtaining equipment and ensuring a smooth experience
Help evaluate new office products either alone or working with appropriate committee members
Place and expedite orders for supplies; verifying receipt of supplies
Schedule regular preventive maintenance for office equipment; maintain equipment inventories; call for repairs; evaluates new equipment and techniques
Develops and maintains filing and retrieval systems
Identify, develop, recommend, and implement solutions to operations process issues and to improve administrative support
Coordinate morale events while staying within an allocated budget

Other

Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies

Experience and Qualification Requirements:

Senior level administrator experience
Bachelor’s degree or equivalent experience preferred.
Proficiency with Microsoft software (including Word, Outlook, PowerPoint, and Excel), social media (web platforms, Facebook, Twitter, and others). Familiarity with Microsoft Project and donor databases is a plus.
Strong organizational, planning, time management, project management, problem-solving, and multi-tasking skills
Ability to achieve results with high degree of accuracy and attention to detail.
Action-oriented, able to work independently to set and prioritize your own work agenda and manage competing priorities
Ability to work effectively under pressure, and to react with appropriate urgency and composure to situations and events that require quick response or turnaround
Knowledge of the corporate organization and ability to navigate it successfully
Excellent organizational, analytical, written and verbal communication skills
Strong team player: Ability to work collaboratively with others who have a diverse set of working styles and perspectives
Strong relationship and interpersonal skills with client service focus and excellent ability to build strong relationships inside and outside of the group
Ability to engage successfully with high-level executives and their staffs
Keep appropriate information confidential
Exhibit highest level of integrity and business professionalism