Executive Administrative Manager

Company Description LAWRENCE FAMILY JEWISH COMMUNITY CENTER is a civic and social organization serving individuals and families in the greater San Diego area. Located in La Jolla, California, the center provides programs, services, and events that promote community engagement, cultural enrichment, wellness, and lifelong learning. The organization welcomes people from diverse backgrounds who value community connection and shared experiences. Team members join a mission-driven environment focused on service, inclusion, and positive impact. Staff work collaboratively to support programming and operations that strengthen the local community. The Lawrence Family Jewish Community Center (LFJCC) is seeking a dynamic and highly organized Executive Administrative Manager. This role serves as a strategic partner to the Chief Executive Officer and executive leadership team, providing sophisticated administrative, operational, governance, and stakeholder management support across the Lawrence Family Jewish Community Center (LFJCC) and the San Diego Center for Jewish Culture (SDCJC). This highly visible position serves as the primary administrative liaison to the LFJCC Board of Directors, the SDCJC Board of Directors, Executive Committees, Governance Committees, and other leadership bodies. The role manages a high volume of interactions with board members, donors, community leaders, elected officials, partners, volunteers, and senior staff while ensuring seamless communication, governance compliance, and executive office operations. Success in this position requires exceptional critical thinking, judgment, discretion, emotional intelligence, attention to detail, and the ability to prioritize competing demands in a fast-paced environment. The Executive Administrative Manager regularly handles highly confidential information regarding personnel matters, organizational strategy, financial information, donor relationships, legal matters, and board governance. The ideal candidate is technologically sophisticated, able to optimize workflows through modern business systems, AI-enabled productivity tools, board management platforms, CRM systems, project management software, and data-driven administrative practices while maintaining a high-touch, relationship-centered approach. Provide executive-level support to the CEO and designated C-Suite leaders. Manage complex executive calendars, scheduling priorities, travel coordination, meeting logistics, and executive communications. Anticipate needs, identify potential conflicts, and proactively resolve scheduling and operational challenges. Serve as a trusted advisor regarding executive priorities, stakeholder engagement, and organizational workflow. Coordinate executive correspondence, presentations, reports, briefing materials, and strategic communications. Consistently demonstrate sound judgment, discretion, professionalism, and strict adherence to confidentiality standards when accessing and communicating sensitive information. Track action items, organizational priorities, and follow-through on executive initiatives. Support cross-functional collaboration among departments and leadership teams. Oversee the organization, maintenance, and retention of formal organizational records, including governance documents, contracts, agreements, policies, licenses, and other official documents. Ensure records are properly filed, secured, accessible, and managed in accordance with the organization’s document retention policy and applicable requirements. Coordinate executive and board-related projects from planning through completion. Manage timelines, deliverables, documentation, and stakeholder communications. Support strategic planning initiatives and organizational priorities. Assist with special events, leadership retreats, board development activities, and executive programs. Prepare reports, dashboards, presentations, and briefing documents for leadership review. Serve as primary administrative liaison and governance coordinator for both the LFJCC Board of Directors and the SDCJC Board of Directors. Coordinate all Board and Committee meetings. Develop annual governance calendars. Prepare agendas, board books, governance materials, and meeting packets. Manage secure distribution of board materials through digital board management platforms. Maintain governance records, resolutions, minutes, attendance records, and board archives. Ensure compliance with organizational bylaws, governance practices, and document retention requirements. Track board terms, committee assignments, attendance, and governance deadlines. Facilitate communication between board leadership, executive leadership, and committee chairs. Support Board recruitment, onboarding, orientation, and continuing education initiatives. Maintain the highest standards of professionalism and confidentiality in all board interactions. Serve as a key point of contact for a broad and diverse constituency which includes, but is not limited to, Major Donors, Community Leaders, Government Officials, Partner Organizations, Executive Staff, Volunteers, Foundation Representatives, Professional Advisors and Program Leadership. Build and maintain positive, responsive relationships. Maintain a high volume of requests and communications with professionalism and diplomacy. Ensure timely follow-up and resolution of inquiries. Facilitate effective communication among stakeholders with varying priorities and interests. Represent the Executive Office with exceptional customer service and organizational awareness. Continually improve efficiency, effectiveness, and communication through the strategic use of technology. Administer and optimize board management platforms. Utilize CRM systems (including Tessitura or successor systems) to support executive reporting and stakeholder management. Leverage AI-enabled productivity tools to improve workflow efficiency while maintaining data security and confidentiality. Manage digital filing systems and document repositories. Develop automated workflows and standardized operating procedures where appropriate. Utilize project management platforms to track organizational priorities and board activities. Create executive dashboards and reporting tools to support decision-making. Recommend technology solutions that enhance communication, governance, and administrative effectiveness, while aligning with strategic technology initiatives. Demonstrated strategic thinking, sound judgment, and strong analytical problem-solving skills, with the ability to anticipate challenges, assess competing priorities, and make informed decisions independently. Exceptional written, verbal, and interpersonal communication skills, including the ability to tailor communication methods appropriately based on audience, urgency, confidentiality, and organizational dynamics. Strong organizational awareness, political acumen, and relationship-management skills, with the ability to build trust, navigate sensitive situations diplomatically, and maintain effective working relationships with diverse stakeholders. Professional presence, emotional intelligence, discretion, and a customer-service mindset combined with executive-level professionalism. Proven ability to manage multiple priorities simultaneously, adapt to changing demands, maintain composure under pressure, and thrive in a fast-paced environment with frequent interruptions. Advanced technology proficiency, including Microsoft 365, Google Workspace, board governance platforms, CRM systems such as Tessitura, project management tools, and emerging technologies, including AI-assisted productivity tools. Qualifications, Knowledge & Experience: Bachelor’s Degree preferred Minimum of 7–10 years of progressively responsible executive administration experience supporting senior executives, CEOs, or executive leadership teams. Significant experience supporting Boards of Directors and governance processes. Demonstrated success managing multiple high-priority stakeholders simultaneously. Experience in nonprofit, education, cultural, community, or mission-driven organizations preferred. Exceptional organizational, project management, and follow-through skills. Proven ability to handle highly confidential information. Advanced technology proficiency and commitment to continuous learning. Valid California driver's license and ability to travel locally as required. Ability to pass both a Federal and State background check. The Lawrence Family JCC provides equal employment opportunities to all employees and applicants without regard to race, color, religion, national origin, ancestry, gender, sex, gender identity or expression, age, medical condition, sexual orientation, marital status, citizenship, pregnancy, physical or mental disability, genetic information, veteran status, military status, caregiver status or any other characteristic protected by federal, state or local laws. #J-18808-Ljbffr