JEWISHcolorado Denver, CO
- Expired: February 19, 2021. Applications are no longer accepted.
RESULT STATEMENT: The Executive Assistant provides 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. WORK LISTING: Entrepreneurial Work – • Exhibit ownership and accountability in managing the President & CEO’s time. • Proactively manage CEO calendar and meeting schedule, including scheduling meetings with donor portfolio and community leadership. • Executive Management – ownership of supporting the Executive Office, consisting of: the President & CEO, Chief Operating Officer, or equivalent, and Regional Security Director. Primary focus given to providing support to President & CEO. • Committee Management – responsible for facilitation and coordination of Board of Directors, Executive Committee, Governance Committee, Nominating Committee, Safety and Security Committee, Building Committee, other as assigned. • Proactively identify opportunities to advance productivity, efficiency, process, and technology improvements. Technical Work – • 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 mail, 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 requests as required. • 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 (DAVID), including: creating events for Board meetings, Committee meetings, and all other meetings that are maintained as an event. • Timely and proper use of DAVID 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.Send reminders to event attendees. • Call select members to ensure attendance at events. • Accurate and timely maintenance of the community calendar. • Manage ongoing processes and special projects. POSITION-SPECIFIC STANDARDS: • Exercise high level of confidentiality, discretion, accountability, and ownership. • Exhibit flexibility and adaptability in scheduling and work hours. • Confidentially file, retrieve, and generate corporate documents, records, and reports. • Announcements to Directors will be completed at least 6 weeks prior to the set date. • Reminder notices will be sent out in intervals of: 4 weeks, 2 weeks, and 1 week. • President & CEO will be updated with attendance within 10 days of the event. • Board of Directors list will be updated the day after the annual meeting each year. • Board of Director changes, occasional agency, and community leadership changes will be updated, as changes are received. • Exhibit flexibility and adaptability, in properly managing President & CEO’s meetings. • Create, define, and apply metrics to measure success of program’s impact. • Provide continuous support to the overall success of the JEWISHcolorado. Summary for Success: Core Values: Bring your best self to work Positive can-do attitude Demonstrate effective collaboration Commitment to and responsibility for shared values and building community Strong work ethic – commitment to one’s work Skills: Detail-oriented Make & meet all deadlines Ability to multitask in a calm demeanor Excellent organization & administrative skills Independent thinker Take charge attitude Strong time management skills Collaborative with colleagues & all constituents Strong problem solver Personality: Upbeat & optimistic Incredibly trustworthy Easy to work with Calm under pressure Confidant Patient Kind and engaging with donors Inclusive Good listener Decision Making: A thoughtful decision maker Ability to make independent decisions with the proper instinct to engage others when necessary Communication: Very strong communication skills on phone & in email Ability to keep all matters confidential Speak up, ask for help or clarity, when needed
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