Executive Assistant

Jewish Family Service is a 134-year-old non-profit organization providing social services to individuals and families in the Jewish and greater communities of the Puget Sound region. We help people achieve well-being, health and stability. For more information about JFS, please visit www.jfsseattle.org

We are currently seeking an Executive Assistant to help support our Executive team. This full-time (37.5 hours per week) role is responsible for performing a variety of complex administrative, organizational and operational duties to support the Chief Executive Officer (CEO), the Chief Operating Officer (COO), and the Chief Program Officer (CPO). The position serves a key role in managing the CEO’s priorities, schedule, communications, meetings and relationships with internal and external stakeholders and serves as a liaison to the Board of Directors, working closely with the Board President. The role requires excellent organizational and interpersonal skills with a high degree of discretion and ability to balance multiple priorities

We welcome and encourage you to apply if you feel connected to JFS’ mission. While Jewish values and history guide us, we recognize that our work is best accomplished through the collaboration of individuals from a variety of cultures, skills, and perspectives. If you meet most of the position qualifications, we encourage you to apply.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Support the CEO, COO and CPO with a broad array of tasks; manage active calendars and schedules, compose correspondence, assist in meeting agenda setting, handle calls, review and organize mail and email communications, and attend meetings to take minutes and coordinate actions follow-up.
• Coordinate meetings involving the CEO, senior leadership, staff, community partners, funders, government representatives, and other stakeholders.
• Coordinate and facilitate meeting calendaring for Executive Team, Management Team, and agency-wide scheduling for a variety of initiatives and trainings to ensure effective coordination.
• Schedule CEO/COO/CPO travel for conferences, events and donor meetings; ensure schedules are followed and respected.
• Manage logistics for CEO events including venue arrangements, catering, and guest coordination.
• Serve as liaison between the CEO and internal and external constituencies, including agency staff, the Board of Directors, partner organizations, and political and community dignitaries; foster excellent relationships to amplify connection to JFS and strengthen credibility and trust.
• Work closely with CEO, COO and CPO to support preparedness for executive team and staff meetings, board engagements, community-facing events and more.
• Participate in CEO development team meetings to ensure smooth coordination of the CEO’s donor activities.
• Serve as a liaison between the CEO and the agency’s donors and funders: scheduling meetings, helping with follow-up, and keeping the CEO on track with their donor to-do list.
• Serve as administrative liaison to the Board of Directors; coordinate Board and committee meetings, assist with agenda formation, prepare and disperse meeting materials, take minutes and manage the Board’s software platform, OnBoard.
• Manage a variety of special projects for the Board President including board engagement, involvement and educational initiatives. Coordinate board and committee meeting schedules, calendars, materials and logistics in partnership with the CEO and appropriate staff.
• Handle confidential personnel, organizational, client and other sensitive information with discretion.
• Maintain organized and accessible electronic and physical files for the CEO.
• Assist with agency-wide staff engagement, culture-building and belonging initiatives, including serving on JFS’s Wellness Committee.
• Perform work on weekends and evenings as needed.
• Other duties as assigned.

QUALIFICATIONS:

• High School diploma or GED equivalent required with Bachelor’s degree preferred or equivalent combination of education and relevant experience.
• 3-5 years professional experience managing relationships with senior leaders and / or community members, including as an assistant to Board of Directors, CEO/senior-level staff, or other relevant administrative support experience.
• Experience and/or knowledge of Jewish community and culture a plus.
• Excellent interpersonal and relationship-building skills, with the ability to engage effectively and build trust with senior leadership, board members, donors, and individuals from diverse backgrounds and across all levels of the organization.
• Excellent organizational and time-management skills with strong attention to detail.
• Ability to manage multiple priorities, deadlines, and competing demands.
• Strong written skills, including the ability to compose effective and accurate correspondence.
• Ability to prioritize conflicting needs, handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
• Ability to accurately take notes and compose meeting minutes, organizational documentation and develop PowerPoint presentations.
• Strong initiative and ability to exercise independent judgment and decision-making.
• Proactive approach to problem-solving with strong decision-making capability.
• Ability to handle sensitive and confidential information and situations with diplomacy.
• Proficient in Microsoft Office including Outlook, Teams, and OneDrive.
• Knowledge of Zoom, Asana, Board software or equivalent online platforms desired.

SALARY AND BENEFITS:

The pay for this position is $36.78 - $44.96 an hour.

Jewish Family Service offers a generous and comprehensive benefits package including:

• 100% employer-paid premiums for employee medical, dental, life insurance, long-term disability, and employee assistance program.
• 15 annual vacation days increasing to 20 after 2 years, and generous paid sick time.
• Paid Federal and Jewish holidays.
• 5% employer contribution to 401k retirement plan (no employee contribution required).
• Additional benefits include: vision coverage and FSA enrollment.
• JFS values and provides opportunities for continued growth and learning for all team members.

Please submit both a cover letter and resume

NO PHONE CALLS PLEASE.

EEO/Disabled/Vets

Pay: $36.78 - $44.96 per hour

Expected hours: 37.5 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Work Location: Hybrid remote in Seattle, WA 98122