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Executive Assistant

3 months ago

Tucson, United States Tucson Jewish Community Center Full time

_**Mission Statement**_
The mission of the Tucson Jewish Community Center is to cultivate and enrich Jewish identity, ensure Jewish continuity, foster wellness, and broaden communal harmony.
- **Vision Statement**_
We strive to be an outstanding (perhaps the pre-eminent) Jewish Community Center in North America.
- **Service Pledge**_
We create community-based on Jewish values by providing the highest quality programs and services in a safe and secure environment for all people of all ages.

**Position**:Executive Assistant**
**Status: Full Time/Exempt**
Supervisor: President / CEO

**Summary**:
A primary function of this and every other job at the “J” is to ensure by whatever rational and legal means necessary that each member, guest and visitor leaves the “J” feeling just a little better than when they arrived.

Under the general supervision and direction of the Tucson J President and CEO, the Executive Assistant (EA) provides high-level administrative support to the CEO and additional members of the executive team as requested. The EA serves as a liaison for the CEO, Board of Directors, and other functions within the JCC, and supports effective governance by the Board through facilitating Board communications, preparing for meetings, recording minutes and retaining detailed and accurate records. The EA also supports our philanthropic efforts with preparing and processing donations, reports, donor records, and donation tax acknowledgment correspondence. This position may involve coordinating event logistics for projects relating to the CEO.

**Essential Job Functions**:
**1. Executive Support**
- Collaboratively manage scheduling for the CEO, with the CEO, and leverage CEO’s time by anticipating and proactively addressing needs and priorities
- Arrange travel logistics for CEO including accommodations, transportations, and itinerary preparation
- Develop and maintain systems to provide CEO with efficient and confidential access to information
- Draft and edit correspondence, presentations and reports on behalf of CEO as requested
- Conduct research and analysis to support CEO and Senior Leadership Team management and decision making
- Anticipate needs for new purchases in a cost effective and timely manner
- Support the Senior Leadership Team, committees, and/or task forces by attending meetings, taking notes, and providing follow-up on tasks and assignments
- Support the CEO in other projects and priorities as needed
- Liase with and set up meetings for donor on behalf of CEO
- Keep all credit card and reimbursement receipts and prepare expense reporting as needed.

**2. Board Support**
- Prepare for Board, committee, and/or task force meetings through timely provision of materials
- Support the CEO in producing Board reports, meeting agendas, and materials
- Coordinate Board, committee, and/or task force meeting logistics
- Attend Board, committee, and/or task force meetings, take minutes, and coordinate filing
- Compile and maintain Board, committee, and/or task force contact information and details

**4. Other administrative functions**
- Answers, screens, and notates incoming phone calls through operating multi-line telephone system, and directs inquiries appropriately
- Maintains an updated and accurate calendar in outlook and room reservation program
- Works with Insurance company on annual renewal policies and renewal Certificates of Insurance - Communicates with parties as needed on behalf of management to help facilitate day to day business matters
- Maintains and improves electronic and hard physical filing system for correspondence, business matters, and other related data
- Maintains files in an organized and accessible manner to include updating information, purging files on a regular basis and creating new filing systems as needed
- Inventories and orders office supplies and equipment as needed and directed
- Operates standard office equipment efficiently to include: multi-line telephone, facsimile machine, calculator, computer with printer, photocopy machine.
- Process invoices for various vendors and contractors in timely manner
- Assist in planning Annual Meeting, Longevity Awards and/or other events throughout the year
- Additional and various administrative support as needed.

**Knowledge, Skills and Abilities**:

- Associate's degree (A. A. / A. S.) or equivalent from two-year college or technical school; and two-five years related non-profit or business experience and/or training; or equivalent combination of education and experience.
- Strong experience using Microsoft Office Suite, SharePoint, Zoom, Adobe, and file sharing
- platforms such as Dropbox, and project management tools like Asana and Teamwork
- Data entry into database Daxko
- Marketing and branding experience using Canva
- Excellent written and oral communication skills
- Excellent interpersonal skills with the ability to work collaboratively with internal and external stakeholders
- Good judgment and strong in