Jewish Community Services of South Florida is currently seeking to hire an Executive Administrative Assistant

Are you ready to make a difference in our community? At Jewish Community Services of South Florida (JCS), you’ll join a team of passionate professionals dedicated to making a positive impact in the lives of those we serve. Joining our team means contributing to a well-respected organization with over a century of service to the South Florida community, rooted in the values of compassion, inclusivity, and resilience. Our team members find purpose in empowering individuals and families through meaningful programs and initiatives. We foster a collaborative environment where your talents are valued, and you’ll have opportunities for personal and professional growth. If you’re looking to be part of an organization that values your contributions and promotes a culture of unity and support, JCS is the place to be.

The Executive Administrative Assistant provides executive level administrative support to the Jewish Community Services (JCS) President/CEO. This position requires the incumbent to display sound independent judgement and diplomatic interpersonal skills. This is a highly empowered position requires extraordinary professionalism, discretion and excellent written and verbal communications skills. An even keeled temperament is essential for success in this role. The professional must have an exceptional commitment to accuracy, detail, and follow-up. This is a confidential position that requires utmost discretion and self-management as sensitive information is discussed and shared in compliance with best professional practices in support of an agency executive and in coordination with a variety of internal and external stakeholders. The exercise of sound judgment and discretion are required. The professional in this position researches, collects, synthesizes and prepares information for use in discussions or meetings with executive staff, members of the Board of Directors, staff, clients, and external partners.

Primary responsibilities focus on calendar management, document drafting, facilitating communications as an ambassador to the Office of the CEO, and handling multiple competing priorities for an executive overseeing a social and health services agency that operates 24/7/365. Additional areas of responsibility include preparing meeting materials for staff and Executive Committee meetings, making high-level contacts of a sensitive nature inside and outside the agency, as well as triaging and problem solving on a broad array of administrative support matters involving diverse issues and matters which require problem solving skills and critical thinking skills.

The ideal candidate is a consummate professional with an even-tempered disposition who is personable and professional, well organized, detail oriented, flexible and enjoys the challenges of managing a very busy executive calendar involving diverse projects. The ability to interact with staff, clients, donors and the general public with patience and a calm demeanor (at all levels) in a fast-paced environment, high pressure environment while, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism is essential. This position is a valued and respected partner with the President/CEO, responsible for the smooth and efficient flow of the calendaring function, and in support of making the diverse and extensive responsibilities of the President/CEO possible. Flexibility in approach, mindset, and work schedule is required. Essential Duties and Responsibilities include the following. Other duties may be assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
Responsibilities include the following, and other duties may be assigned:

• Manages the President’s calendar and independently schedules all internal and external meetings; sets up video and audio
conferencing
• Completes a broad variety of administrative tasks for the executive, including managing an active calendar of appointments;
completing expense reports; composing and preparing correspondence, handling confidential documents; and arranging
travel plans
• Coordinates senior management team meetings, Board meetings, and a variety of other meetings with internal and external
staff; Assists in preparing agendas, coordinates participants/speakers, reserves conference rooms, performs set-up for
videoconference and web-based meetings and organizes pre-meeting materials; Tracks follow-up items for various
meetings
• Screens incoming calls, emails and correspondence and responds independently when possible. Categorizes and
prioritizes correspondence, including emails, rating and marking them in terms of deadlines
• Arranges Board and Staff Committee meetings, programs, events and/or conferences, which may include arranging for
facilities, catering, issuing information or invitations
• Maintains an overall awareness of the executives' business activities, anticipates the needs that are associated with each
meeting / event
• Provides a bridge for smooth communication between the executive team and internal departments; builds relationships
and gains trust and support
• Prepares memorandums and emails where appropriate, outlining and explaining administrative procedures and policies to
subordinate workers and monitors compliance
• Composes and prepares confidential correspondence, reports, and other complex documents such as agendas, notices,
minutes, and resolutions for Agency meetings in a timely manner
• Acts as custodian of Agency documents and records, and manages projects related to meeting Agency standards. Creates
and maintains database and spreadsheet files as necessary
• Handles preparation and timely filing of corporate legal documents and updates with government agencies to conform to
regulations
• This position requires working in person 5 days a week and must be available to respond to requests off hours when
needed, as well as required participation in four Sunday and evening events

MINIMUM QUALIFICATIONS:

• Bachelor’s degree, preferred; At least four years of experience supporting executive leaders, or equivalent combination of
education and experience
• Proficient in Microsoft Office suite including Outlook, Word, PowerPoint, Excel
• Ability to speak clearly and professionally with a calm disposition and temperament via phone, via email or written
correspondence and before small groups of Board Members or employees of the organization
• Ability to read, understand and interpret documents such as RFP’s, policies, process guidelines, operating and maintenance instructions, and procedure statements
• Ability to clearly and correctly compose routine correspondence and reports
• Excellent calendar management skills, including the coordination of complex executive meetings involving multiple
participants across agencies
• Proven ability to manage multiple projects with competing deadlines
• Strong oral and written communication
• Detail oriented and the ability to anticipate needs of leadership team
• Ability to shift demands according to business needs
• Must have excellent communication and interpersonal skills
• Strong organizational, time management and follow-up skills
• Ability to coordinate activities and tasks including meeting strict deadlines
• Ability to take and transcribe formal meeting minutes
• Ability to research and resolve issues within the scope of the position
• Ability to communicate with all levels of customer and business unit management
• Bilingual (Spanish or Creole) strongly preferred
• Knowledge of Jewish culture a plus

CERTIFICATES, LICENSES, REGISTRATIONS:
Notary Public, preferred

PERKS: We are proud to offer a competitive benefits package to all full-time employees, including medical and dental plans. A generous vacation and holiday pay benefit and a 401(k) match is available. Staff receives monthly in-service training and CEU opportunities. This is a one of a kind opportunity for leadership in talent management to contribute to a team of mindful, caring and passionate people at work every day in service to our community!

ABOUT: Jewish Community Services of South Florida (JCS) is the foremost non-profit, human services agency whose mission is to improve the quality of life and self-sufficiency of the Jewish and broader communities throughout South Florida in accordance with Jewish values. Founded in 1920, JCS delivers exemplary social services through compassionate and comprehensive programs that help people stay healthy and productive.

JCS is a 501(c)(3) not-for-profit organization and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, disability, gender identity, gender expression, national origin, or veteran status.

JCS strictly enforces a Drug-Free Workplace Policy, which prohibits the use, possession, distribution, or sale of controlled substances and alcohol on company premises, during work hours, or while representing the company. Pre-employment and random drug testing may be required as part of our commitment to a drug-free workplace.

All of Senior Management and Managers are required to actively participate in JCS' Milk and Honey, Matzah Mitzvah and other similar events. These events are essential to our organizational culture, and leadership participation is key to fostering team unity, supporting our values, and engaging with our community. By attending, managers and supervisors help set the standard for involvement and demonstrate our commitment to these meaningful traditions.