Executive Assistant to Chief Philanthropy Officer

ORGANIZATIONAL OVERVIEW

The Jewish Community Federation and Endowment Fund (the Federation) of San Francisco, the Peninsula, Marin and Sonoma Counties is a philanthropic catalyst, connecting Bay Area Jews – of all ages, backgrounds, and perspectives – to the power we have as a community to improve the world. We partner with donors, organizations, and foundations to address the pressing issues facing our community and develop innovative strategies that result in deep and lasting impact.

Our vision is a vibrant, connected, and enduring Jewish community that is a force for good locally, in Israel, and around the world. Our work is guided by the timeless Jewish values of kehilla (community), tzedakah (giving with just intention), and tikkun olam (repairing the world).

The Federation seeks highly motivated individuals with a variety of skill sets to build the next generation of Federation engagement. We are especially interested in forward-thinking, collaborative, and open-minded candidates who are willing to take risks, possess a high level of integrity, and model a positive attitude that inspires confidence.

POSITION SUMMARY 

The Executive Assistant (EA) works closely with the Chief Philanthropy Officer (CPO) and Philanthropy Services staff to support the general business operations of the department, and will be responsible for performing a number of administrative duties. The EA serves as the primary point of contact for internal staff and external constituencies (lay leaders and community partners) on all matters pertaining to the Chief Philanthropy Officer, organizing and coordinating executive outreach and external relations efforts; and overseeing special projects. The EA must be creative and enjoy working within an environment that is mission and results-driven, as well as community oriented. The ideal candidate will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities in a fast-paced and evolving environment. The EA will have the ability to work independently on projects, from conception to completion, have the business acumen to react with appropriate urgency to emerging situations, and be comfortable enough with ambiguity to take effective action without having to know the complete picture, and be able to work under pressure at times, handling a wide variety of activities and confidential matters with discretion.

ESSENTIAL FUNCTIONS OF THE POSITION

• Acts as a “gatekeeper" and "gateway" role, to create optimal situations for direct access to the CPO's time and office by proactively managing CPO’s calendar with attention to accuracy, detail, and allocation of time, to promote productivity, and recognize the need to reprioritize as appropriate to ensure the CPO's schedule is followed and respected
• Completes a broad variety of administrative tasks for the CPO including: working closely and effectively to keep her well informed of upcoming commitments and responsibilities; coordinating an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging detailed international and domestic travel plans, itineraries, and agendas; and compiling documents for travel-related and local meetings
• Communicates directly, and on behalf of the CPO with donors, staff, and others, on matters related to CPO's organizational and programmatic activities
• Provides leadership to build internal and external relationships crucial to the success of the organization, and manages a variety of special projects for the CPO, some of which may have organizational impact
• Understand CPO’s priorities and identify process improvements to create efficiency and scale for the Philanthropy team
• Track and help drive completion of key deliverables from CPO’s direct reports, community partners, and lay leaders, and follow up on outstanding items
• Compose and edit letters, memos, invoices, and other business documents
• Maintain discretion and confidentiality in relationships with all board members, and adhere to compliance with regulations and practices, set in bylaws, regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format
• Provide backup support, as needed

EDUCATION OR TRAINING EQUIVALENT 

• Bachelor’s degree required, master’s degree in a related field preferred
• Strong work tenure: five to seven years of experience supporting C-Level Executives, preferably in a nonprofit organization

QUALIFICATIONS (SKILLS, ABILITIES, LICENSES)

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Exceptional interpersonal skills and ability to build relationships with stakeholders, including staff, board members, external partners, and donors
• Expert-level written and verbal communication skills
• Demonstrates proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
• Forward thinker who actively seeks opportunities and proposes solutions
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Raisers Edge a plus

TO APPLY

Please send a copy of your resume with a cover letter. All applications and inquiries will receive a response and will be kept strictly confidential.

Salary commensurate with experience. Excellent benefits — medical, dental, vision, vacation, sick pay, holidays (including Jewish), and retirement plan.