Executive Assistant
Since our founding in 1973, DJCF has been proud to serve as a philanthropic resource for individuals and families, non-profit organizations, and professional advisors interested in creative and customized solutions designed to steward fundholders, financial resources, and maximize charitable giving.
Our Vision: Securing our community’s future by fostering a culture of strategic planning and giving today.
Our Mission: To be your partner and trusted expert in charitable giving and effective philanthropy by empowering our community’s charitable vision, safeguarding our community’s resources, and building enduring legacies.
Our values:
• Jewish traditions
• Trust
• Compassion
• Confidentiality
• Collaboration
• Inclusive philanthropy
• Education
Position Summary:
The Executive Assistant will play a critical role in providing administrative support to the senior staff of the Foundation, including the CEO, CFO, and COO. The Assistant will support individual administrative needs of these positions in addition to projects across the Foundation’s Finance and Impact teams. This role serves as the primary point of contact for internal and external constituencies and will coordinate the CEO’s calendar and administrative priorities. The role will support essential finance functions that ensure smooth financial internal operations for the team, in addition to leading select administrative initiatives on behalf of the Impact team and broader organization.
The ideal candidate is detail-oriented, collaborative, highly organized, and thrives working within a mission-driven, results-oriented environment. They should be able to balance multiple priorities and projects and provide valuable support for a dynamic CEO and ever-evolving team.
Key Responsibilities:
Executive Support:
• Plan, coordinate, and manage a highly active calendar of appointments for the CEO.
• Coordinates attendance of senior staff and other team members as appropriate and ensures all are prepared for meetings.
• In partnership with the COO, communicate directly on behalf of the CEO with Board members, donors, and others regarding programmatic initiatives and fundholder updates.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO, determining the appropriate course of action, referral, or response.
• Provide a bridge for smooth communication between the CEO's office and internal colleagues.
• Keep the CEO well informed of upcoming commitments and responsibilities, following up appropriately.
• Manage confidential communication when necessary.
• Complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, talking points for speaking engagements, and personal correspondence.
• Prioritize conflicting needs and handle matters expeditiously and proactively.
• Schedule internal staff meetings, ensuring all meetings have an agenda and supporting materials in advance
• Arrange complex and detailed travel plans, itineraries, and agendas for CEO and senior staff as needed
Board Support and Liaison:
• Serve as the CEO and COO's administrative liaison to the board of directors.
• Manage all materials related to the board of trustees and supporting committees, including agenda preparation, minutes, and driving follow-up.
• Maintains materials related to the board of trustees, including conflict of interest forms, board roster, and term limits, and supports the CEO and COO in succession planning
• Maintain discretion and confidentiality in relationships with all board members.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including the advance distribution of materials before meetings, compiling minutes, and ensuring best practices in organizational governance.
Finance Team Responsibilities:
• Provide support to the CFO and Finance Director on administrative financial needs
• Documents financial transaction details and monitors transactions
• Prepares and files financial documents
• Processes accounts payable and accounts receivable
• Reconciles company accounts
• Assists in processing payroll and tracking payroll data
• Ensuring Compliance: Making sure that financial records comply with relevant laws and regulations.
• Assisting with Audits: Providing information and documentation required for internal and external audits.
• Tax Compliance: Ensure compliance with local, state, and federal tax regulations; assist with the preparation and review of tax returns.
• Expense Tracking: Monitoring and recording expenses, ensuring they are correctly categorized and accounted for.
• Partners with colleagues across the Finance team to gain education and exposure to key finance efforts of the organization
Strategic Initiatives:
• Work with the COO in coordinating the CEO's outreach activities.
• Follow up on contacts made by the CEO and support the cultivation of ongoing relationships.
• Manages the mail and leads office administration, including supply orders, managing the break room, meeting set up, and other responsibilities to be defined
• Leads reporting and meeting preparation for stakeholders of the Foundation, including potential donor meetings, programs, corporate sponsorship, and more
Work and Cultural Skillsets:
• Intuitive
• Ability to work in a fast-paced environment
• Detail-oriented
• Culture of accountability
• Ability to work on a team
• Manage multiple deadlines across various projects at the same time
• Curious
• Committed to a customer service-oriented environment
• Self-starter
• Ability to see through projects from inception to completion