CEO Executive Assistant/ Board Liaison

The Executive Admin/Board liaison will be responsible for providing administrative and strategic support to Rabbi Jacob Blumethal, CEO of USCJ and the Rabbinical Assembly, and the USCJ International Board President, and will function as the primary contact person for the USCJ Board of Directors and associated board committees.

About the position:

The position, reporting to the CEO, requires tact and integrity due to the frequency of high level internal and external contacts and exposure to confidential information. This individual must be able to quickly acquire a thorough knowledge of USCJ and RA policies and procedures and understand the missions and visions of the organizations as articulated by its CEO and Board Presidents, as well as its structure regarding both internal staff and its board.

Duties and Responsibilities:

Provide strategic administrative support to the CEO to support optimal use of executive time and resources and effective achievement of the CEO’s goals and responsibilities – 70%

  • Screen and redirect, prioritize, and/or respond to mail, e-mail, voicemail and appointment requests.
  • Serve as the face of the CEO to visitors.
  • Manage CEO’s calendar, including creating and confirming appointments and ensuring materials for meetings and travel are arranged daily.
  • Make intricate travel arrangements including flights, hotel, transportation, arranging meetings, etc.
  • Manage projects on behalf of the CEO as directed.
  • Attend meetings, take notes, clarify next steps, and follow up on assignments.
  • Anticipate the CEO’s needs and proactively bring together appropriate people and other resources to support the CEO in addressing issues.
  • Receive and initiate extensive, regular outside contacts on behalf of the CEO with Jewish communal executives, board members, program partners, lay leaders and philanthropists.
  • Assist with research, writing, and editing correspondence, speeches, articles, and other communication.
  • Establish and maintain filing and records management systems.

Support to USCJ President and Board Liaison-30%

  • Provide administrative support to the USCJ President of the board of directors
  • Effectively manage with support staff all board correspondence and communications on behalf of the CEO and International President
  • Be the liaison for communication between the CEO and International President with the board of directors, external and internal community stakeholders and partners
  • Establish an effective working relationship with the International Board President and committee chairs in verbal, written, and electronic correspondence
  • Coordinate annual individual Board member meetings with the international President of the board.
  • Provide administrative support and serve as the primary contact as a conduit for facilitation of board meetings, logistics, document control, and administration of board software, for the Board of Directors and associated committees
  • Notify appropriate staff of upcoming Board meetings, committee meetings and events and, as directed, will assign staff reports and meeting attendance.
  • Monitor Board communications, keep Board calendar and coordinate with assigned staff to prepare and deliver any assignments and board reports
  • Monitor and facilitate any Board special occasions
  • Monitor board budget and prepare quarterly reports for CFO
  • Serve as key go-to person to execute all board meetings and events, coordinating contractors and vendors as needed
  • Create all board meeting timelines, prepare and distribute meeting notifications, and agenda materials
  • Manage all correspondence around meeting execution
  • Attend all Board meetings
  • Serve as administrator of the USCJ Board Software system (Board Effect) and provide overall orientation and ongoing training for the board members on the software system.
  • Provide full maintenance of the system ensuring that all data is archived properly in the system and readily available for board members, be the liaison to the system vendor.

Knowledge and Skills:

  • Excellent organizational and administrative skills
  • Excellent calendar management skills, including coordination of complex executive-level meetings.
  • Excellent verbal and written communications skills
  • Ability to integrate with a close team on complex problems
  • Interpersonal skills and temperament to represent the CEO and the organization to outside parties.
  • Commitment to confidentiality and discretion.
  • Ability to manage and execute numerous projects simultaneously, determine priorities, and follow through independently on tasks and assignments.
  • Detail orientation and ability to establish consistent systems for accurate work
  • Ability to interact with outsiders and staff at all levels in a fast-paced environment with directness, warmth and tact

Education and Work Experience:

  • Business/office management background and Bachelor’s degree in a business or administrative support field.
  • Excellent writing editing and proofreading skills.
  • 3-plus years of experience with increasing responsibility and complexity at the executive level.
  • Ability to work independently
  • Experience in successfully creating and/or modifying processes.
  • Must be a professional level user of MS Office, including Word, Excel, PowerPoint and Outlook.

Other desired qualifications/experiences:

  • Experience in the not for profit world
  • Experience with and knowledge of Jewish communal systems
  • Background and facility with traditional Jewish texts and religious practice
  • Oral and written Spanish and/or Hebrew proficiency