Assistant to the Executive Director

ABOUT WORKING HERE

A goal for all clergy and staff is to strive to demonstrate consistent relationship-building across all interactions, recognizing each person and exchange as an opportunity to strengthen trust, collaboration, and connection with congregants and across the organization.

ABOUT YOU
This position requires a self-starter with excellent judgment. The individual must be able to work independently, handle confidential information, prioritize multiple tasks, and have keen attention to detail. The ideal candidate has strong project management skills, excellent organizational skills, is technically savvy, and has strong communication skills.

WORK SCHEDULE

This position requires 4 days in person with 1 possible remote day per week scheduled in coordination with the Executive Director. Team members must be flexible and able to adapt to short-and long-term shifts in their job responsibilities. Working hours are generally 9:00 AM to 5:00 PM (4:00 PM on Fridays); additional hours will be required in the evenings for events related to the Board of Trustees and Annual Meeting.

RESPONSIBILITIES

This position provides high-level administrative support to the Executive Director.

Manage the Executive Director’s calendar, including creating Doodle polls, scheduling meetings including other staff, and preparing the ED for her upcoming meetings
Draft and proofread correspondence. reports, power point presentations, and other document to lay leaders and vendors
Main administrative point of contact for Trustees
Create reports from Salesforce; responsible for Board of Trustee data and dashboards
Maintain both private and public Board records and relevant documents, ensuring that all necessary information is up-to-date and accessible
Create and maintain Board of Trustees private Group within Salesforce
Coordinate and manage logistics for board meetings, including scheduling, room set-up, preparation of meeting packets and power point decks, ordering food, managing board communications, being on-site on day-of meetings, coordinating A/V support, and drafting minutes for meetings
Assists with Executive Director’s strategic projects; participate in meetings as necessary to collect minutes and action items for ED
Main internal point-person for Annual Meeting
Answer the Executive Director’s phone line
Process invoices and Amex bills in Concur (weekly/monthly)
Ad hoc project assistance for ED and for CFO (as needed)
Manage communication and tasks between ED and Chief Financial Officer

REQUIREMENTS

Bachelor's degree preferred
1-3 years experience as an executive assistant or in a similar administrative role, preferably in a non-profit environment
Strong knowledge of office management systems including Microsoft Office and Zoom
Skilled in PowerPoint and Excel and knowledge or ability to learn and become skilled in Salesforce
Excellent organizational and time-management skills, with the ability to handle multiple priorities and meet deadlines
Strong written and verbal communication skills, with the ability to interact professionally with a variety of stakeholders
Discretion and confidentiality when handling sensitive information
Proactive, self-motivated, and able to work independently with minimal supervision
Experience with financial or budgetary tasks is preferred