EXECUTIVE ASSISTANT - OPERATIONS

Executive Assistant

We're looking for a dynamic Executive Assistant to join our team — with the flexibility to create either a full-time or part-time role for the right candidate.

About The J

We serve as a catalyst for meaningful programs that enrich and strengthen Jewish life throughout our community. By creating experiences that engage individuals and families at every stage of life, we foster connection, deepen a sense of belonging, and inspire lasting impact.

Position Overview

The J is seeking a highly organized, detail-oriented, and dependable professional to support the day-to-day operations of our executive leadership team. This role works closely across organizational leadership, operations, finance, advancement, and programs to help keep systems, communication, and projects running smoothly.

The ideal candidate is proactive, responsive, and thrives in a fast-paced environment. This role requires strong organizational skills, attention to detail, the ability to manage multiple priorities, and a high level of professionalism, discretion, and follow-through.

Duties & Responsibilities

• Manage complex calendars and scheduling for members of the executive leadership team, including internal and external meetings
• Coordinate logistics for executive, Board, committee, staff, and organizational meetings and events, including scheduling, room setup, technology, food, communication, and materials
• Prepare and distribute agendas, reports, presentations, packets, meeting materials, and supporting documentation
• Attend meetings as needed to record, finalize, and distribute accurate meeting minutes and track follow-up action items
• Serve as a liaison between the executive team and finance department to support administrative, operational, and financial processes
• Assist with tracking payments, deposits, reimbursements, checks, and program-related revenue while maintaining accurate financial records and supporting documentation
• Maintain organized and up-to-date records related to executive operations, Board activities, financial processes, and organizational documentation
• Assist with drafting and sending communications on behalf of the executive team
• Coordinate and maintain a monthly organization-wide program calendar to support cross-department planning, communication, and operational alignment
• Support cross-department coordination, communication, and organizational initiatives across multiple stakeholders
• Provide day-to-day operational and administrative support to the executive leadership team
• Take on additional responsibilities as needed to support organizational priorities and special projects

Qualifications

• 4–7+ years of administrative experience supporting senior leaders, executives, or Boards preferred
• Highly organized, detail-oriented professional with strong administrative, operational, and time management skills
• Excellent written and verbal communication skills
• Professional, discreet, and able to handle confidential information with sound judgment
• Ability to manage multiple priorities in a fast-paced environment
• Strong interpersonal and collaborative skills with a service-oriented approach
• Experience coordinating schedules, meetings, organizational logistics, and cross-functional initiatives
• Experience supporting financial processes, including reconciliations, payments, deposits, reimbursements, and expense tracking preferred
• Proficient in Microsoft Office and organizational systems for calendars, documents, and records management
• Ability to work independently while supporting multiple stakeholders and organizational priorities