Executive Assistant

Jewish Federation of St. Louis
Published
January 7, 2019
Location
St. Louis, MO
Job Type

Description

Jewish Federation of St. Louis seeks a highly motivated Executive Assistant who will be responsible for providing high-level administrative support to Federation executives by helping to manage priorities and schedules, coordinating meetings and events, performing clerical functions, handling information requests, conducting research, and preparing statistical reports.

 

Job Responsibilities

Executive Management

  • Exhibit ownership and accountability in managing the President & CEO’s time.
  • Ownership of supporting the Executive Office, consisting of: the President & CEO, Chief Operating Officer, and Chief Philanthropy Officer. Primary focus given to providing support to President & CEO.
  • Proactively identify opportunities to advance productivity, efficiency, process and technology improvements.
  • Manage the flow of information and communication among the Executive Office and senior leadership.
  • Place, answer, screen, route and respond to calls as appropriate.
  • Set up conference calls.
  • Maintain accurate, current contact information.
  • Open, screen, route, and respond to mails, faxes, and emails. Maintain files, manuals, and databases.
  • Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.
  • Draft routine correspondence.
  • Make travel arrangements, prepare expense reports, and check request as required.
  • Manage ongoing processes and special projects.
  • Collaborates with other Resource Assistants.

 

Committee Management

  • Responsible for facilitation and coordination of Board of Directors, Board of Trustees, Coordinating Committee, Nominating Committee, Rabbinic Advisory Committee, Coordinating Committee, Agency Executives Committee, and Council of Life meetings.
  • Organize meetings, prepare chair notes, ensure meeting notices and materials are sent, and monitor attendance.
  • Collect and compile meeting materials, ensuring meeting participants are prepared.
  • Prepare and brief Executive for meetings.
  • Record, type, and distribute meeting minutes.
  • Proactively identify and conduct follow-up actions.
  • Coordinate Board orientation and education activities.
  • Manage leadership transition, thank you and welcome notes.
  • Manage and maintain all executive office information on Federation’s database (FRED), including: creating events for Board meetings, Trustee meetings, Coordinating Committee meetings, and all other meetings that are maintained as an event.
  • Timely and proper use of FRED system to include: events, mission trips, trip reports, edits, queries, etc.
  • Ensure consistent weekly check-ins with President & CEO to discuss progress and/or challenges.
    Sending reminders to event attendees.
  • Calling select members to ensure attendance to events.
  • Accurate and timely maintenance of the community calendar.

 

The successful candidate will meet the following requirements

  • Bachelor’s degree in related field.
  • Minimum of 5 years of related experience.
  • May be required to work at night or on weekends to assist at special events, to manage workload or to meet deadlines.
  • Excellent time-management, organizational and interpersonal skills, with a proven ability to manage multiple projects and changing priorities.
  • Strong written and verbal communication skills and ability to communicate effectively.
  • Proactive, self-motivated, good-natured, flexible, collaborative, and uniquely creative.
  • Ability to work under pressure and meet deadlines.

Jewish Federation of St. Louis is the community’s central philanthropic, planning, and community-building organization.  Founded in 1901, it is one of the region’s largest and oldest nonprofit organizations.  Federation is committed to the development and enhancement of a thriving, vibrant Jewish community through the support of approximately 60 local, national and international agencies, programs, services, and innovative projects.

The Jewish Federation of St. Louis offers an extensive benefits package including health, dental, 403(b), paid vacation, paid holidays, sick and personal time, life insurance, LTD and more.

Jewish Federation of St. Louis is an equal opportunity employer.

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