Executive Administrative Assistant to the President/CEO
ABOUT: Jewish Community Services of South Florida (JCS) is the foremost non-profit, human services agency whose mission is to improve the quality of life and self-sufficiency of the Jewish and broader communities throughout South Florida in accordance with Jewish values. Founded in 1920, JCS delivers exemplary social services through compassionate and comprehensive programs that help people stay healthy and productive. JCS has a current operating budget of $27 million and supports over 45 programs in 10 sites strategically located throughout Miami-Dade County, including five congregate meal sites, three behavioral health service centers, a Kosher Food Bank, and a central administrative office in North Miami.
POSITION SUMMARY: The Executive Administrative Assistant provides executive level administrative support to the Jewish Community Services (JCS) President/CEO. This position requires the incumbent to display sound independent judgement and diplomatic interpersonal skills. This is a highly empowered position requires extraordinary professionalism, discretion and excellent written and verbal communications skills. An even keeled temperament is essential for success in this role. The professional must have an exceptional commitment to accuracy, detail, and follow-up. This is a confidential position that requires utmost discretion and self-management as sensitive information is discussed and shared in compliance with best professional practices in support of an agency executive and in coordination with a variety of internal and external stakeholders. The exercise of sound judgment and discretion are required. The professional in this position researches, collects, synthesizes and prepares information for use in discussions or meetings with executive staff, members of the Board of Directors, staff, clients, and external partners. Primary responsibilities focus on calendar management, document drafting, facilitating communications as an ambassador to the Office of the CEO, and handling multiple competing priorities for an executive overseeing a social and health services agency that operates 24/7/365. Additional areas of responsibility include preparing meeting materials for staff and Executive Committee meetings, making high-level contacts of a sensitive nature inside and outside the agency, as well as triaging and problem solving on a broad array of administrative support matters involving diverse issues and matters which require problem solving skills and critical thinking skills. The ideal candidate is a consummate professional with an even-tempered disposition who is personable and professional, well organized, detail oriented, flexible and enjoys the challenges of managing a very busy executive calendar involving diverse projects. The ability to interact with staff, clients, donors and the general public with patience and a calm demeanor (at all levels) in a fast-paced environment, high pressure environment while, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism is essential. This position is a valued and respected partner with the President/CEO, responsible for the smooth and efficient flow of the calendaring function, and in support of making the diverse and extensive responsibilities of the President/CEO possible. Flexibility in approach, mindset, and work schedule is required. Essential Duties and Responsibilities include the following. Other duties may be assigned.
- Manages the President’s calendar and independently schedules all internal and external meetings; sets up video and audio conferencing.
- Completes a broad variety of administrative tasks for the executive, including managing an active calendar of appointments; completing expense reports; composing and preparing correspondence, handling confidential documents; and arranging travel plans.
- Coordinates senior management team meetings, Board meetings, and a variety of other meetings with internal and external staff. Assists in preparing agendas, coordinates participants/speakers, reserves conference rooms, performs set-up for videoconference and web-based meetings and organizes pre-meeting materials. Tracks follow-up items for various meetings.
- Screens incoming calls, emails and correspondence and responds independently when possible. Categorizes and prioritizes correspondence, including emails, rating and marking them in terms of deadlines.
- Arranges Board and Staff Committee meetings, programs, events and/or conferences, which may include arranging for facilities, catering, issuing information or invitations.
- Maintains an overall awareness of the executives' business activities, anticipates the needs that are associated with each meeting / event.
- Provides a bridge for smooth communication between the executive team and internal departments; builds relationships and gains trust and support.
- Prepares memorandums and emails where appropriate, outlining and explaining administrative procedures and policies to subordinate workers and monitors compliance.
- Composes and prepares confidential correspondence, reports, and other complex documents such as agendas, notices, minutes, and resolutions for Agency meetings in a timely manner.
- Acts as custodian of Agency documents and records, and manages projects related to meeting Agency standards. Creates and maintains database and spreadsheet files as necessary.
- Handles preparation and timely filing of corporate legal documents and updates with government agencies to conform to regulations.
- On occasion may be required to work nights and weekends, as needed. Other duties as may be assigned.
EDUCATION AND/OR EXPERIENCE:
- Bachelor’s degree preferred. At least four years of experience supporting executive leaders, or equivalent combination of education and experience.
- Proficient in Microsoft Office suite including Outlook, Word, PowerPoint, Excel.
- Ability to speak clearly and professionally with a calm disposition and temperament via phone, via email or written correspondence and before small groups of Board Members or employees of the organization.
- Ability to read, understand and interpret documents such as RFP’s, policies, process guidelines, operating and maintenance instructions, and procedure statements.
- Ability to clearly and correctly compose routine correspondence and reports.
- Excellent calendar management skills, including the coordination of complex executive meetings involving multiple participants across agencies.
- Proven ability to manage multiple projects with competing deadlines.
- Strong oral and written communication.
- Detail oriented and the ability to anticipate needs of leadership team.
- Ability to shift demands according to business needs.
- Must have excellent communication and interpersonal skills.
- Strong organizational, time management and follow-up skills.
- Ability to coordinate activities and tasks including meeting strict deadlines.
- Ability to take and transcribe formal meeting minutes.
- Ability to research and resolve issues within the scope of the position.
- Ability to communicate with all levels of customer and business unit management.
- Bilingual (Spanish or Creole) strongly preferred.
- Knowledge of Jewish culture a plus.
Certificates, Licenses, Registrations:
- Notary Public- Highly Desired