Executive Assistant

Executive Assistant

Provides high-level administrative support to the Executive Administration team and Board of Directors by coordinating meetings, managing scheduling, organizing Board activities, and ensuring consistent, professional communication. Supports organizational operations with strong planning, organization, and technology skills.

Principal Accountabilities

• Scheduling & Coordination Manage and coordinate all scheduling needs for executive leadership and departments, including meetings involving multiple internal and external participants. Provide responsive administrative and logistical support across the Executive Team and departments, adapting to evolving operational needs.
• Meeting, Training & Event Support Coordinate logistics for Board meetings, departmental meetings, staff meetings, and agency trainings. Prepare meeting and training rooms, arrange room setup and technology, order food as needed, prepare materials, name tags, and packets, and send timely notices and reminders.
• Board Meeting Management Oversee all Board meeting logistics, including preparing agendas, materials, room setup, food coordination, and follow-up communications (send timely notices and reminders).
• Minutes & Documentation Attend assigned meetings to record, draft, and finalize accurate minutes for Board meetings, committee meetings, trainings, and community program meetings. Maintain organized and secure records.
• Program, Community & Training Support Schedule, plan, and coordinate community-based program meetings and internal trainings, ensuring materials, communication, and logistics are completed on time.
• Administrative & Financial Support Assist with monthly expense reporting, including organizing credit card receipts, preparing request-for-payment documentation, and ensuring timely submission and tracking.
• Continuing Education & Training Tracking Assist with filing for Continuing Education (CE) credits and maintain records of trainings offered by the agency, including attendance tracking and documentation.
• Administrative Preparation Prepare packets, notices, and supporting documents for Board, committee, departmental meetings, and trainings.
• Technology & Systems Support Use advanced computer skills to manage calendars, prepare documents, maintain records, support online meeting platforms, and manage shared drives and portals.
• Record Management Maintain organized, up-to-date files related to Board activities, executive operations, trainings, committees, and programs.
• Communication Support Provide professional communication support on behalf of the Executive Leadership Team, ensuring follow-up, clarity, and timely dissemination of information.
• Security & Confidentiality Uphold strict confidentiality and comply with privacy, safety, and security protocols outlined in the employee handbook.
• Mission Dedication Represent the agency's mission, values, and strategic priorities in all interactions and work performed.
• Miscellaneous Perform additional duties as assigned by Executive Administration leadership.

Minimum Qualifications

Experience: 45 years of administrative experience, preferably supporting executive management Education: Degree in business or equivalent relevant experience.

Minimum Competencies

Skills

• Technology Proficiency Strong skills in scheduling systems, word processing, spreadsheets, online portals, and other digital tools required for planning and communication.
• Organization & Planning Ability to manage multiple tasks, coordinate complex scheduling, and maintain accurate records.
• Communication Strong verbal and written communication skills to work with staff, board members, and external partners.

Knowledge

• Understanding of internal processes and organizational structure to effectively support executive leadership team and board needs.

Behaviors

• Professionalism & Attitude Maintain an approachable, respectful, and positive demeanor with staff, board members, and community partners.
• Team Collaboration Demonstrate willingness to support and assist colleagues to ensure smooth workflows.
• Detail Orientation Maintain strong attention to detail and proactively seek new tasks when work is completed.

Jewish Family Service of Metropolitan Detroit is an Equal Opportunity Employer