Job Overview

the following statements are intended to describe the general nature and level of work being performed. they are not intended to be construed as an exhaustive list of all responsibilities or requirements of this position. employees are expected to perform other functions as assigned or requested to further support the organization's mission.

about jewish long beach (jlb)

jewish long beach is the leading organization for the jewish community in the greater long beach and north orange county area. it includes within it the alpert jewish community center, the jewish federation of long beach, and the jewish foundation of long beach. jlb serves 10,000 people annually, has 4300 members and, among its signature programs, hosts an early childhood education center with more than 160 students. among jlb's many other programs is a fitness center and pool, and many cultural and educational programs and events.

guided by jewish values and culture, jlb inspires community by improving lives, building bridges of understanding and inclusion, and supporting the jewish people here, in israel, and around the world. jlb's vision is to build and sustain, now and for future generations, a vibrant jewish community.

jlb fulfills this mission and vision by providing meaningful programs and services including early childhood education and day camp, senior outreach & engagement, fitness, and a variety of adult educational opportunities that contribute to the social, emotional, physical, and spiritual development of people of all ages and the creation of opportunities for connection.

position summary

the executive assistant is a lead administrative role which provides support to the chief executive officer/interim chief executive officer (ceo/iceo) and other members of the senior management team. this position requires a high degree of discretion, confidentiality, diplomacy, attention to detail, and the ability to track multiple tasks and priorities simultaneously. the executive assistant also serves as an operational extension of the ceo, enabling effective decision-making, efficient communication, and strong internal and external relationships.

essential position responsibilities

• manage the executive director's calendar and scheduling
• help create or maintain systems, dashboards, or filing structures for the office of the ceo to maximize efficiency and clarity.
• develop, edit, and manage the production of presentations and correspondence including letters, meeting notices, agendas, minutes, spreadsheets, email, faxes, and photocopies for the ceo/iceo and other members of the senior management team
• assist with resource development projects such as special events, updating participant information, donor tracking and documentation and correspondence
• track progress on strategic initiatives and follow up with staff on outstanding deliverables or priorities assigned by the ceo.
• filter and prioritize information and requests flowing to and from the ceo's office, ensuring timely responses and appropriate delegation, which includes managing relationships with board members, staff members, funders, community leaders and other stakeholders on behalf of the ceo
• coordinate logistics and materials for internal and external meetings, including strategic briefings and post-meeting action tracking. these responsibilities include:

-prepare for board meetings including preparation and distribution of board packets, confirmation of attendance, and room set-up.

-attend board meetings, take minutes, and prepare them, and, on occasion, attend and take minutes for board committee meetings.

-maintain records (electronic and paper) including official minutes of the board of directors

• attend designated meetings and events
• assist with special projects as designated by the ceo/iceo
• perform general administrative responsibilities
• understand and support the jlb's mission and values
• work effectively with all staff members
• represent the ceo/iceo and other senior management members in a professional manner
• other responsibilities as required

behavioral expectations:

• clearly communicate the "mission," ensuring everyone works toward the same goals.
• create a positive environment where two-way communication, accountability, and strong trust are established.
• promote teamwork and respect, both internally between staff as well as in community-facing contexts with donors, volunteers, members, and other stakeholders.
• demonstrate the ability to respond with a high degree of responsiveness to the needs and requests of others, internally and externally. understand the impact of their work on others.
• deal constructively with conflict and focus on the situation, issue or behavior and not on the person by diffusing situations before conflicts arise, resolving conflicts directly and actively promoting and gaining cooperation from others.
• accurately provide and receive information in oral and written communications.
• consistently provide ideas, opinions, or information in an articulate, professional way.
• actively listen to others and demonstrate understanding of other points of view.
• willingness and ability to adjust to changing conditions or priorities.
• take the initiative to identify and act on problems, and lead by example. consistently make decisions that resolve problems and act decisively when necessary.

skills and abilities

• demonstrated experience in a senior administrative role with exposure to board-level governance and ceo partnership.
• ability to read people and situations well, act with tact and discretion, and manage interpersonal dynamics effectively.
• able to independently solve problems, make decisions aligned with executive priorities, and anticipate needs.
• understanding of board cycles, bylaws, committee structures, and documentation practices.
• the ability to maintain confidential information
• strong verbal and written communication skills
• professional presentation in appearance
• detail oriented and the ability to manage multiple deadlines
• able to manage and react to change productively
• excellent computer skills (word, excel, powerpoint, outlook)
• excellent internal and external customer service skills
• knowledge of jewish holidays, traditions and life cycle events a plus but not required

education, experience and requirements

• a high school diploma/ged required, and a bachelor's degree preferred
• 3-5 years' experience, preferably at the senior management level
• availability to work some evenings and occasional weekends

physical demands

while performing the duties of this job, the executive assistant is regularly required to sit; use hands to finger, handle or feel objects, equipment, or controls, reach with hands and arms, and talk and hear. the employee is occasionally required to stand and walk and occasionally lift and/or move up to 25 pounds.

work environment

the work environment is primarily a general office setting. it may include minor annoyances such as noise, and drafts. the position may include some off-site travel to vendors and/or other such locations, as necessary.

jewish long beach is an equal opportunity employer. we encourage individuals from diverse backgrounds and experiences to apply, including those from underrepresented communities within the jewish world.

compensation details: 0 yearly salary

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