Executive Administrative Assistant FT
About The Position
The Executive Assistant supports the CEO and COO and serves as a welcoming first point of contact for trustees, donors, members, community partners, and other visitors. The role manages leadership calendars, communications, and priorities, and provides administrative support to the Executive Office. It also partners with the Director of Development on donor campaigns and helps plan and deliver major events, including the Gala and Annual Golf Outing. The position is primarily on-site at the JCC and involves frequent interaction with staff, trustees, donors, and the public. Some evening and weekend work is required for Board meetings and events, including outdoor event activities. The role requires the ability to sit for long periods and lift up to 10 pounds.
Requirements
- Associate degree in a business-related field required; a BA/BS in a business-related field is preferred.
- At least 5 years of executive-level administrative support experience with an associate degree, or at least 3 years with a BA/BS.
- Exceptional customer service and interpersonal skills.
- Strong organizational skills and ability to manage multiple priorities and deadlines.
- Strong written and verbal communication skills.
- Sound judgment and ability to maintain strict confidentiality.
- Proficiency in Microsoft 365 and Outlook.
- Ability to sit for long periods and lift up to 10 pounds.
- Ability to work some evenings and weekends for Board meetings and events.
Nice To Haves
- BA/BS in a business-related field.
- Experience in a nonprofit, fundraising, or event-planning environment.
- Experience with Salesforce or a similar CRM; TractionRec training is provided.
Responsibilities
- Manage the CEO’s and COO’s calendars, anticipate conflicts, and protect time for priorities.
- Coordinate travel, conference registrations, and meeting logistics, including scheduling, room reservations, and catering.
- Prepare agendas, meeting packets, presentations, reports, and accurate meeting minutes.
- Screen and route calls, emails, and visitors; take accurate messages and follow up promptly.
- Handle confidential correspondence and sensitive information with discretion.
- Support CEO communications with the Board of Trustees, meeting materials, and minutes as directed.
- Maintain executive office files and supplies and handle purchasing, purchase orders, invoices, and inventory logs.
- Help staff and trustees with office equipment and technology.
- Partner with the Director of Development on donor campaigns, mailings, donor communications, acknowledgments, and follow-up.
- Maintain donor, sponsor, and event records in TractionRec (Salesforce), pull reports, and track campaign progress.
- Help donors and sponsors feel recognized, thanked, and connected to the JCC’s mission.
- Support planning and execution of large-scale events, including timelines, vendor coordination, registration, guest communications, volunteers, and day-of logistics.
- Provide on-site event support, including some evenings and weekends.
- Keep event checklists, run-of-show documents, and post-event follow-up organized and on schedule.
- Welcome, thank, and engage members, guests, donors, trustees, and partners; help resolve questions or concerns graciously.
- Collaborate positively and constructively with the Executive Team and staff across departments.
- Assist the executive team as requested and perform other duties as assigned.
- Adhere to agency policies and practices, wear a JCC Staff ID badge, and attend appropriate staff meetings.
Benefits
- Health insurance
- Dental insurance
- Vision insurance
- 403(b) retirement plan
- Paid holidays
- Free or discounted JCC membership
- Childcare tuition discount
- Mission-driven workplace where employees’ work is seen and valued by organizational leaders
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
Associate degree
