Executive Assistant

Sixth & I is seeking a full-time Executive Assistant, reporting to the Chief Executive Officer (CEO), to provide high-level operational and administrative support to both the CEO and the Senior Rabbi, Executive Director of Jewish Life.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Executive support for CEO

• Work directly with CEO to support all aspects of their daily work routine.
• Maintain CEO’s calendar, including scheduling meetings, recurring check-ins, and events, while communicating with all parties involved. Exercise discretion in committing time and evaluating needs.
• Document CEO’s meetings with external stakeholders into CRM.
• Serve as liaison between CEO and key internal and external partners, institutions, and other stakeholders.
• Manage internal communication and prioritization, including organizing and filtering email and messaging, flagging and managing action items and tasks, and holding key players accountable to priorities.
• Draft and edit internal and external communications as needed.
• Create agendas, briefings, and reminders to prepare CEO for meetings.
• Follow up on and hold parties accountable for actions items that resulted from meetings involving CEO.
• Complete invoicing, expense reports, reimbursements, and travel arrangements.
• In collaboration with the Chief Development Officer, support the CEO's cultivation and stewardship of donors including, but not limited to, drafting correspondence, planning events, and scheduling meetings.
• Maintain confidential and sensitive information.

Executive support for Senior Rabbi, Executive Director of Jewish Life

• Maintain Senior Rabbi’s calendar, including scheduling meetings, recurring check-ins, and events, while communicating with all parties involved. Exercise discretion in committing time and evaluating needs.
• Document Senior Rabbi’s meetings with external stakeholders into CRM.
• Complete invoicing, expense reports, reimbursements, and travel arrangements.
• Follow up on and hold parties accountable for actions items that resulted from meetings involving Senior Rabbi.
• Maintain confidential and sensitive information.

General administrative support

• Manage advance preparation for weekly organizational staff meeting (collecting and distributing staff reports, sending reminders, and coordinating food or special materials as needed).
• Coordinate associated logistics for board and committee meetings including, but not limited to, meeting setup requests, locations, and catering.
• Attend board and committee meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
• Maintain paper and electronic filing systems.
• Provide general administrative and operational support to senior staff as needed, at direction of CEO.

WHO YOU ARE

• Experienced. You have a minimum of 5 years of experience supporting senior executive(s) and a commitment to confidentiality and discretion.
• Organized and Efficient. You know how to manage multiple projects and meet established deadlines. You are able to work independently and are comfortable developing processes and systems to help guide your work.
• Detail-oriented. You have meticulous attention to detail, exemplary calendar management skills, and the ability to coordinate complex executive-level meetings.
• Adaptable. You remain calm under pressure when unanticipated work arises and are able to pivot and reprioritize tasks appropriately.
• A skilled communicator. You have superb written and verbal communication skills. You deliver work that is error-free and consistent with other external and internal communications. You’re able to communicate easily with varied audiences with directness, warmth, and tact.
• Tech Savvy. You have strong computer proficiency; including experience in Microsoft Office and project management software.
• Able to stand for long periods of time, lift up to 25 pounds, and walk up and down stairs without accommodation.