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21 Sep 2012

Full-Time Executive Assistant

Jewish Jobs Sudbury, Massachusetts, United States

Job Description

Jewish Family and Children’s Services – United States Under the supervision of the Executive Director, the Executive Assistant provides administrative support to the central executive management functions of JFCS, including Board activities and the Executive and Finance/Administration offices of Jewish Family and Children’s Services. This individual understands and works to fulfill JFCS’ goals and objectives and performs in compliance with the agency’s standards for performance. He/she maintains strict confidentiality and a professional commitment to support Board and executive management functions with excellence and precision.

Job Duties and Responsibilities:

1. Acts as confidential secretary to the Executive Director.

2. Provides written drafts of correspondence, reports, and e-mail announcements for revision/review by Executive Director and Associate Executive Director. Also prepares and distributes documents for the Executive Director from dictation or handwritten drafts, as well as outgoing mail, contracts, and other materials, as requested.

3. Provides phone support to the Executive Director, as requested.

Transcribes voicemail for the Executive Director, as needed.

4. Keeps calendar for Executive Director and sets dates for Board and Board committee meetings. Acts as liaison with appointments and guests. Ensures that meeting timelines are met. Takes initiative to ensure that Executive Office scheduling is achieved, as planned.

5. Receives, routes, and responds to mail, telephone, e-mail, and personal inquiries regarding agency and Executive Office matters, as appropriate.

6. Composes and prepares correspondence, reports, statistical analysis, graphs, and other documents, ensuring accuracy and appropriate appearance of documents.

7. Provides support for Board, Board Committees, and staff-level meetings, as requested, including scheduling; reserving rooms; preparing announcements and agendas; tracking RSVPs; arranging for food service; and taking, preparing, and distributing minutes.

8. Under the direction of the Executive Director, provides specialized support for Board Committees, as assigned, including the Public Issues Committee, Facilities Committee, Personnel Committee, Board Development and Nominating Committee, and other Board-level committees and subcommittees, as needed.

9. Handles production and routing of confidential employment contracts, letters of hire, and other personnel documents under the direction of the Finance/Administration Department’s Human Resources Director.

10. Provides project management for special agency projects, as assigned, such as coordination of annual Hanukah Party, biannual All Staff meetings, and others, as necessary. Provides special administrative assistance in non-recurring projects, as necessary.

11. Maintains the database of agency governance volunteers, representing all agency standing committees and program advisory committees, and provides assistance to the Executive Director, who staffs these committees, through setting meeting dates; maintaining time-appropriate e-mail announcement schedules; sending advance materials to members, when appropriate; and preparing mailing labels and committee rosters and other mail-merged correspondence.

12. Writes and edits letters, reports, and other documents. Creates and maintains official records, files, reports, and budgets, as requested and appropriate, using word processing, spreadsheet, graphics, and communications software. Provides quality control and document production for agency-wide Work Plan, Staff and Board Editions, coordinating with the Associate Executive Director, as required.

13. Provides assistance in the timely processing of performance reviews of Executive Director’s supervisees and other Human Resources-related correspondence for the Executive Director, as needed.

14. Maintains the central filing system for the Executive Office with accuracy and timeliness, including official Board minutes and other key legal governance documents.

15. Assists in developing and maintaining general agency support systems, as needed. Assists in supporting Associate Executive Director, as requested.

16. In coordination with Executive Director, Facilities, and Human Resources Departments, manages annual General Staff meetings, including special recognition of staff service anniversaries and peer recognition awards.

17. Assists in agency-wide Development and Marketing activities, as assigned, including fundraising initiatives such as the silent auction and other donations: Tracks items and donors in the databases; arranges execution of auction and other fundraising activities, as needed; assists with campaign follow-up calls and thank you calls; and assists in maintaining donor and volunteer systems databases, as requested and as resources allow.

Job Qualifications:

1. Bachelor’s degree or equivalent and five years of office experience.

2. Proven secretarial, administrative, and computer-use skills.

3. Demonstrated expertise in use of IBM-PC computers, including sophisticated command of word processing and desktop publishing and basic experience with database management software. (Microsoft Office experience is especially valuable.)

4. Demonstrated community relations and public relations competence.

5. Excellent oral and written English skills.

6. Ability to work independently as well as cooperatively with others.

7. Ability to exercise excellent judgment and maintain confidentiality.

8. Familiarity with Jewish culture and community.

9. Ability to work well under pressure and respond flexibly and resourcefully to the workload fluctuations inherent in the position.

Additional Information:

This is a full-time, salaried, exempt contract position with benefits.

How to Apply

Send résumé and cover letter to LynnH@jfcs.org . Jewish Family and Children’s Services - 6 days ago - save job - original job - block » Apply Now Indeed will send your application to lynnh@jfcs.org. Please review all application instructions before applying.

Job Categories: Non-Profit and Other. Job Types: Full-Time.

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