Full Time

Executive Assistant

Jewish Federation of the Lehigh Valley 702 North 22nd St., Allentown PA

The Position
The Executive Assistant to the Executive Director provides primary administrative support to the agency’s chief professional officer and Board of Directors. Responsibilities include but are not limited to: managing the logistical planning for Board and committee meetings and events; maintaining board records and minutes; assisting with the development of presentation materials (including handouts and PowerPoint presentations); drafting correspondence; and other administrative duties as required; assist in coordinating the communication between the Executive Director’s office and all outside agencies, as well as with departments within the organization.
 
Responsibilities
  • Provides administrative support to the Executive Director in a professional manner; address initial internal and external inquiries or requests for action during the CEO’s absence, consulting with others as appropriate.
  • Maintains Executive Director’s schedule; plans regular staff meetings and supervision schedules for Executive Director. With Executive Director, schedules meetings of the Board of Directors, Executive Committee, Nominating Committees, Allocations Committee, Jewish Community Agency Presidents and Executives, and Personnel Committee.
  • Screens telephone calls and visitors, and resolves routine and complex inquiries; prepares deposits or other duties as assigned by the CFO.
  • Performs advanced, diversified and confidential secretarial and administrative duties requiring broad knowledge of the organization’s policies and practices. Composes routine correspondence, memoranda, and reports. Coordinates data gathering and data analysis activities as directed to assist the Executive Director’s decision-making.
  • Maintains contact and communication with Board of Directors, committee members, and community leaders as directed by the Executive Director. Attends Board meetings, prepares Board meeting minutes, and maintains attendance records. Maintains all Board documentation such as minutes, bylaws, and resolutions; provides support to Board and Board committees when necessary. Prepares all Board mailings including gathering reports from Department Directors.
  • Prepares new Board member orientation notebook.
  • Plans special events; schedules on and offsite meeting facilities to meet the objective of the event in an efficient and cost effective manner.
  • Coordinates Executive Director’s travel arrangements, with strong detail orientation, anticipating transportation, lodging, meeting and communication needs while traveling.
  • Performs various projects, delegating as appropriate and following up on results.
  • Serves as administrator of the web-based Jewish community calendar.
  • Performs other duties as assigned in support of the senior management staff and the organization as determined by the Executive Director.
 
Qualifications and Requirements
  • Bachelor’s degree preferred.
  • Non-profit work experience helpful, but not required; 3-5 years or more successful administrative experience , preferably for senior company/organization leaders.
  • Experience planning company events.
  • Advanced oral and written communication skills.
  • Ability to establish priorities, problem-solve, multitask, and work within established procedures; distinguish between problems to be solved using own initiative and those to be referred to the Executive Director or other members of the Management Team. Exercises good judgment.
  • Ability to pay close attention to detail and to ensure accuracy of reports and data.
  • Ability to project professional manner and appearance in demeanor and work product.
  • Ability to make sound decisions using available information while maintaining confidentiality.
  • Ability to work successfully with staff, volunteers, and various business contacts in a professional and courteous manner; ability to negotiate with others and resolve conflicts, particularly in sensitive situations.
  • Skill in operating equipment, such as personal computer, software, and IT systems; proficient in Microsoft Office Suite 2010 or later; experience with digital transcription is useful.
  • Must have reliable transportation available daily; maintain a valid PA driver’s license throughout employment. Must provide proof of insurance, if using personal vehicle for company business.
  • Must be available to work a flexible schedule, including periodic evening meetings and/or Sunday programs.
  • Knowledge of Jewish community/organizations and Jewish religion is helpful.
 
Classification
  • Full-time
  • This is an exempt position and may require some evening and weekend hours
 
Supervision
The Executive Assistant to the Executive Director functions under the direct supervision of the Executive Director of the Jewish Federation of the Lehigh Valley.
 
Compensation and Benefits
  • A competitive compensation package is available.
  • The Jewish Federation offers a generous employee benefits package which includes paid time off (vacation, sick, and personal), health insurance, vision insurance, short- and long-term group disability insurance, group life insurance, and retirement plan. In addition the Federation also offers several additional benefits at the option of the employee, including tax-deferred annuity plan, group dental insurance, health care FSA, and child care FSA.