Executive Administrative Assistant

Executive Assistant to the CEO

JCC MetroWest in West Orange, New Jersey is seeking a full-time Executive Assistant to the Chief Executive Officer.  In addition to providing high-level confidential administrative support to the CEO, this individual will support the Development (philanthropic fundraising) team and provide support for program staff and special projects as assigned.  The ideal individual is expected to demonstrate experience and attributes to work within an executive environment requiring strict confidentiality initiative, attitude, and accountability.

Responsibilities / Essential Functions of the Job:

• Complete a broad variety of administrative tasks for the CEO, including managing an extremely active calendar of appointments, completing expense reports, composing, and preparing correspondence, arranging complex and detailed travel plans, itineraries, and agendas, and compiling documents for meetings.
• Communicate directly, and on behalf of the CEO, with executives, J Board Members, partners, and stakeholders.
• Complete critical administrative tasks, including drafting personal correspondence, staff and board communications, and other tasks.
• Coordinate and attend board, committee, and staff meetings; take minutes and 
• ensure timely distribution and follow-up.
• Coordinate with key staff to draft and mail weekly donor acknowledgment letters.
• Assist CEO with donor cultivation, stewardship, correspondence, and thank you projects.
• Assist with writing, editing, and submitting grant applications and grant reports.
• Corresponding with donors and participants regarding pledges, invoices, thank you letters, and renewals.
• Oversee, maintain, and become proficient in data entry, organization, and functionality of the agency’s databases, which include, but are not limited to, Donor Perfect, Qgiv, Eventbrite, CSI Spectrum, Campminder, Boardable, Mailchimp, and Brivo.
• Assist the Finance Department in reconciling financial data on development revenue and expenses.
• Administrative support for members of the Executive Team, including but not limited to correspondence, meeting arrangements and scheduling, and other tasks as may be assigned.

Qualifications:

• Bachelor’s Degree or equivalent work experience.
• Strong interpersonal skills and the ability to build relationships with donors, J Board Members, the leadership team, staff, and colleagues of the CEO.
• Strong written and verbal communication skills together with strong organizational and research skills.
• Proficient in Microsoft Office (Outlook, Word, Excel, Power Point), Adobe Acrobat, MS Teams, Zoom, and other A/V technology for remote meetings, etc.
• Ability to work independently and with professional discretion.
• Proficient management, time-management, and problem-solving skills.
• Willingness to work hard and have fun while at it.

Additional Information:

• This is a full-time (40 hours/week) in-office position.
• Position requires some evening/off-hours availability for meetings and other functions.
• Available benefits include health, dental, vision, life, and disability insurance, free membership in our Fitness Center, a 403(b) retirement savings plan, and paid time off.

Qualified candidates should email a cover letter and resume to the attention of  Sandy Zwickel, Director – Human Resources, at [email protected].

All applicants for employment shall be considered without regard to race, religion, color, creed, national origin, ancestry, age, gender, sex, pregnancy, sexual orientation, gender identity, gender expression, marital status, physical or mental disability, medical condition, genetic information, military or veteran status, or any other classification protected by law.

Agency Information:
JCC MetroWest has been at the center of our community for 143 years, bringing people together while providing educational, social, cultural and fitness programs. Here at the J, we take every precaution to keep our community safe and healthy, as well as warm, inclusive, and welcoming.