Job Description

POSITION SUMMARY

The Executive Assistant (EA) is a critical partner for the President of the Jewish Federation of Cleveland, serving as a face of the Office of the President and primary point of contact with all stakeholders. The EA effectively manages the President’s complex and full calendar, responds in a timely manner to key stakeholders, and regularly handles a high volume of requests and assignments, including planning travel, processing expense reports, preparing correspondence, receiving visitors, and arranging conference calls. The EA has regular interactions with the Senior Management Team (SMT), the Chair of the Board of Trustees (BOT), staff, outside agencies, volunteer leadership, and major donors.

The successful candidate will be an experienced individual who is a master of calendaring, adept at handling multiple priorities, and is unflappable with an engaging communication style. They will also exhibit strong initiative, self-direction, and judgment.

ESSENTIAL JOB FUNCTIONS

• Manage the President’s calendar with complete responsibility for scheduling appointments and updating any changes to maintain effective use of the President’s time
• Prepare the President for all meetings by confirming appointments and organizing materials
• Coordinate the complex logistics for Officers, Executive Committee, and Strategic Planning Committee meetings, including meeting notices, room arrangements, agenda, and meeting minutes
• Manage all incoming calls promptly and efficiently on behalf of the President
• Provide in-depth email management support, including drafting email responses that the President can edit and send
• Prepare executive level correspondence and other types of documents
• Manage complex local, national, and international logistical arrangements, including flights, hotel, restaurant reservations, car service arrangements, and itineraries for the President
• Prepare and submit check requests and expense reports, including currency conversion for international travel
• Act as executive assistant to the Board Chair of Federation, as needed, on Federation-related meetings and travel
• Interact with internal and external contacts exhibiting the highest level of customer service
• Maintain efficient and accurate record keeping and filing for President’s office, BOT, and Officers
• Coordinate meetings with the President and Board Chair at the request of senior management
• Provide additional administrative support to members of the President’s SMT for confidential matters, as needed
• Coordinate uninterrupted executive administrative assistant support and phone coverage for President during Federation business hours
• Consistently demonstrate an exceptional level of judgment, discretion, integrity, and confidentiality
• Maintain a high skill level with regard to computer technology and other organization-specific software applications
• Assist with all other duties to meet business needs as requested by the President

QUALIFICATIONS

1. Demonstrated strong organizational skills, project management, time management, critical thinking, and attention to detail with the flexibility to effectively manage multiple and competing priorities in a fast-paced working environment and with short turnaround time
2. Meticulous attention to detail and follow-up, self-motivated, proactive, and solution-focused
3. Excellent customer service and interpersonal skills with the ability to tactfully and effectively interact with internal and external stakeholders in a personable, poised, confidential, and professional manner
4. Ability to express oneself effectively and concisely, both orally and in writing
5. Ability to demonstrate discretion in handling confidential data and when engaging with high level executives
6. Highly proficient in Microsoft Office 365, including Outlook and Teams, Excel, Word, and PowerPoint
7. Knowledge and understanding of the Jewish community and Jewish culture and traditions preferred
8. Flexibility to extend working hours as needed
9. Minimum three (3) years of administrative experience at a high level
10. Associate or bachelor’s degree preferred

ABOUT THE FEDERATION

The Jewish Federation of Cleveland is the only organization in Cleveland that focuses on the health and vitality of the entire Jewish community. For more than 120 years, the Federation has created the critical scale necessary to drive meaningful social change and provide relief in times of crisis in ways no one person or organization could do alone. As Jewish Cleveland’s hub for innovative solutions and collaborative services, the Federation is able to change and improve lives in Cleveland, Israel, and around the world.

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