Executive Administrative Assistant to the President & CEO

Working at the Harry & Rose Samson Family Jewish Community Center (JCC) turns an interest into a passion, a hobby into a calling, an idea into reality. As a multi-faceted social services agency, with over 17 unique service areas spanning 6 different locations throughout the state, we let our mission guide the way. No matter your background, we’re looking for dedicated, energetic leaders passionate about serving our members and bringing our mission to life. Think you’re a fit? Read on!

Position Summary

This position provides high-level administrative and executive support to the President & CEO and Chair of the Board of Directors, ensuring the smooth and efficient operation of the President’s & CEO’s office. The Assistant serves as a key point of contact, managing the President’s schedule, coordinating board activities, preparing meeting materials, and handling confidential information with discretion and professionalism. This role requires exceptional organizational skills, flexibility, emotional maturity, and the ability to anticipate the President’s needs.

Essential Duties and Responsibilities

• Calendar Management: Expertly manage the President & CEO’s complex and dynamic calendar, including scheduling and prioritizing appointments, meetings (internal and external), travel arrangements, and personal commitments, proactively anticipating potential conflicts and ensuring efficient time management.
• Board Support: Provide comprehensive support to the Board of Directors, including preparing and distributing meeting agendas and materials, coordinating meeting logistics (room reservations, catering, technology), recording and distributing meeting minutes, and maintaining board records.
• Meeting & Event Planning: Plan, organize, and manage a variety of meetings and events, ranging from small internal gatherings to large-scale events, including coordinating logistics, managing RSVPs, and overseeing on-site arrangements.
• Communication & Liaison: Act as a primary point of contact for the President & CEO, screening calls and correspondence, handling inquiries with diplomacy and discretion, and facilitating communication between the President and internal and external stakeholders.
• Confidentiality: Maintain the highest level of confidentiality regarding sensitive information, exercising discretion and good judgment in all interactions.
• Emotional Intelligence: Demonstrate emotional maturity and composure in interacting with the President & CEO and others, particularly in high-pressure situations. Be able to receive feedback and direction gracefully, understanding that it is not a personal reflection.
• Travel Management: Coordinate complex travel arrangements for the President & CEO, including booking flights, accommodations, transportation, and preparing detailed itineraries.
• Administrative Support: Provide comprehensive administrative support, including preparing correspondence, managing files, processing expense reports, and handling other administrative tasks as needed.
• Office Hospitality: Serves as the welcoming face of the President & CEO’s office, creating a warm, hospitable, and professional environment for all staff, community members, and external visitors.
• Proactive Support: Anticipate the needs of the President & CEO, proactively identifying potential challenges and developing solutions to ensure seamless operations.
• Manager on Duty: Assume Manager on Duty responsibilities as assigned, which may include a maximum of 2-3 weekend shifts per year.
• Other Duties: Perform other duties and assume additional responsibilities as needed.

An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Qualifications

Knowledge, Skills and Abilities Requirements (KSAs)

1. Demonstrated proficiency with computer software: including MS Word, Excel, PowerPoint, and Outlook.
2. Demonstrated skills in effective organization, creativity, flexibility and adaptability to changing environments.
3. Possess knowledge of Jewish culture, values and traditions as well as, ability to show sensitivity to cultural differences.
4. Demonstrated flexibility and enthusiasm in work style and creates a positive and harmonious workplace.
5. Ability to work effectively with a wide range of constituencies.
6. Effective problem solving and conflict resolution skills.
7. Effective time management skills and ability to understand individual work styles and its influence on the well-being of the Office of the President.
8. Demonstrated ability to work effectively, both independently and as part of a team with other staff members, HRS JCC members, and community members.
9. Demonstrated effective written, verbal and interpersonal communication skills; customer-service orientation with specific strength in diplomacy and discretion.
10. Demonstrated emotional maturity, resilience, and ability to maintain composure in demanding situations.
11. Exceptional interpersonal skills, including diplomacy, tact, and the ability to build strong relationships with individuals at all levels.
12. Impeccable organizational skills, with the ability to manage multiple priorities, meet deadlines, and maintain meticulous attention to detail.

Education and/or Experience

Undergraduate degree and/or equivalent related experience

5+ years of demonstrated experience in the following areas is recommended: office management, executive management support, and communications.

Physical Demands

While performing the duties of this job, the employee is frequently required to stand; walk; use hands to finger, handle, or touch objects, tools, or controls; talk or hear; and taste or smell. The employee is occasionally required to sit; reach above shoulders; climb or balance; and stoop, kneel, or crouch. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment

This position requires availability, on short notice and outside normal working hours. The majority of the hours will happen Monday through Friday during traditional business hours. This position must also be available for nights and weekends. Schedule will be adjusted as needed to accommodate non-traditional business hours.

Benefits

Harry & Rose Samson Family JCC offers a challenging, dynamic, multicultural work environment with a competitive salary and a comprehensive benefits package. The JCC is committed to a culture that supports work-life balance and invests in our culture by offering generous perks to part-time employees. These include:

• Participation in defined contribution 403B pension
• Paid time for vacation, personal or sick days (for employees who are scheduled 20 hours / week or more)
• Paid observance of secular and religious holidays (for employees who are scheduled 20 hours / week or more)
• A commitment to professional development training for our educators

Uniquely JCC Benefits

• JCC Membership. Every active staff member receives a full JCC membership at no cost which includes membership to our state-of-the-art fitness and aquatics facilities.
• JCC Program Discounts. Employees receive significant discounts on virtually all programs offered at the JCC including early childhood education, camps, before & after school, fitness & aquatics classes, cultural, and enrichment programs.

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law.

If you need any assistance seeking a job opportunity at Harry & Rose Samson Family Jewish Community Center or if you need reasonable accommodation with the application process, please call (414) 964-4444 or contact us at hr at jccmilwaukee dot org.