Executive Assistant

POSITION SUMMARY

The Executive Assistant is responsible for proactively supporting the CEO with discretion, integrity and professionalism. Duties include a broad variety of administrative tasks, working closely with the CEO and senior management to maintain efficient and effective operations. The Executive Assistant must be resourceful, have strong organizational skills that reflect their ability to perform and prioritize multiple tasks seamlessly, with excellent attention to detail.

A primary responsibility of this and all other jobs at the JCC is to ensure by

whatever rational and reasonable means necessary that each and every member, guest and

visitor leaves the JCC feeling just a little better than when they arrived.

ESSENTIAL DUTIES AND RESPONSIBILITIES

CEO Support (65%)

• Completes a broad variety of administrative tasks for the CEO, including managing an extremely active calendar of appointments, completing expense reports, composing, and preparing correspondence, arranging complex and detailed travel plans, itineraries, and agendas, and compiling documents for meetings
• Communicates directly, and on behalf of the CEO, with executives, J Board Members, partners, and stakeholders
• Represents the CEO by welcoming visitors, reviewing correspondence, and arranging organizational functions
• Completes critical administrative tasks, including drafting personal correspondence, staff and board communications, and other tasks
• Coordinates board and staff meeting set-up and arrangements
• Attends board, committee, and staff meetings, take minutes, and ensure timely distribution and follow-up
• Plans, coordinates, and executes Annual Board meeting
• Provides administrative support and coordination for board leadership development program

Office Management (10%)

• Utilizes room reservation system to coordinate and organize internal room rentals and reservations for local Jewish organizations
• Coordinates with various staff to provide security, food & beverage, technology, and logistical event support
• Contacts service providers if/when equipment fails
• Coordinates distribution (mailing or in-person delivery) of donor gifts and birthday and other life event acknowledgement cards and (for staff, board and donors)

Development Support (10-15%)

• Coordinates with key staff to draft and mail weekly donor acknowledgement letters
• Assists CEO with donor cultivation, stewardship, correspondence and thank you projects
• Cultivates and stewards board members as donors
• Assists with writing, editing, and submitting grant applications and grant reports and complete others independently

Other Executive Support (10-15%)

Other Duties as assigned

QUALIFICATIONS

Education/Experience

Knowledge/Skills/Abilities

• Proficiency in Microsoft Office (Outlook, Word, Excel, Power Point), Adobe Acrobat, MS Teams, Zoom and other A/V technology for remote meetings, etc
• Ability to conduct research and present data in a succinct and well-written manner
• Ability to work independently and with professional discretion
• Strong writing, editing, grammatical, organizational, communication, and research skills
• Ability to work with a broad range of people including donors, J Board Members, colleagues of the CEO, staff, and others
• Management, time-management, and problem-solving skills
• Ability to handle confidential information with discretion and be adaptable to competing demands in a fast-paced environment
• Accessibility during off hours as required

Interpersonal, Customer Service & Communication Skills

• Requires ability to effectively communicate JCC mission to staff, members. vendors and volunteers
• Requires high-level skills in customer service/member care
• Embrace and model the JCC Internal Service Standards of Respect, Gratitude, Communication, The Golden Rule, and Ownership/Accountability
• Exemplifies personal qualities of integrity, credibility and unwavering commitment to the JCC’s mission

EQUIPMENT USED

Standard office equipment including computer, calculator, telephone, copier, fax

WORK ENVIRONMENT

The work environment is typical of an office setting. Physical activities will include sitting for long periods of time doing computer work, transcribing audio files, filing (bending/reaching), walking throughout the building (including stairwells), assisting with large event setups (lifting up to 20 lbs, bending, stretching) and talking on the phone.

EEO STATEMENT

At JCC Indianapolis, our mission is to provide inclusive experiences that lead to personal growth and community building. We embrace and serve a diverse community, bringing together the best of multiple generations, cultures, religions, skillsets and thinking. We also know that the more inclusive we are, the better our community will be. As an equal opportunity employer, we stay true to our mission by ensuring that the JCC can be anyone’s community.

We are committed to inclusion across race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status or disability status. We celebrate multiple approaches and diverse points of view.

We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform crucial job functions, and to receive other benefits and privileges of employment. Please contact us to request an accommodation.