Executive Assistant - Jewish Vocational Service

Why Join JVS?  

JVS is a nonprofit working to close opportunity gaps in employment by supporting jobseekers with the skills and confidence to secure quality careers with family-sustaining wages. Grounded in core values of racial equity and focused on helping our program participants achieve economic mobility; we believe everyone deserves access to training and the chance for a good job. JVS develops training programs in close partnership with employers in high growth sectors, offering high quality jobs. 
Building on decades of experience and success, JVS is a data-driven organization that takes a whole systems approach to addressing employment and economic equity. Through our direct service programs, employer engagement and policy change, JVS is working toward a future where everyone has access to quality education and training programs that lead to high quality employment and economic mobility. 

The Role  

The Executive Assistant is a pivotal role providing comprehensive support to the Chief Executive Officer (CEO), Executive Management Team (EMT), and the Board of Directors at JVS. This position involves executive support, board administration, and serving as a backup to the Office Administrator for front desk duties and other administrative tasks. This role plays a critical role in achieving JVS's mission, vision, and strategy by providing essential support to the CEO, Executive Management Team, and Board of Directors, ensuring organizational efficiency, proactive communication, and compliance.

Scope 
Executive Support:

• Support the CEO with scheduling and calendar maintenance, coordinating travel arrangements, coordinating meeting and food arrangements, and responding to requests from public officials, community members, donors, press, and staff
• Provide proactive administrative support to EMT, including calendar management, meeting planning and preparation, meeting notes, event arrangements, expense reporting, and internal/external communication
• Assist in building out team efficiencies and communications, including tracking, managing, and coordinating work streams and metrics in Asana/Project Management tools

Board of Directors Support:

• Act as the primary liaison and internal secretary for the JVS Board of Directors and its committees handling annual planning and communications
• Coordinate meetings for the JVS Board of Directors and board committees through scheduling, preparing agendas and decks, meeting minutes and notes, and being point person on any meeting and event logistics
• Maintains the master calendar and board governance documents and communications for accreditation and monitoring compliance
• Foster close communication with board and committee members to enhance engagement and connection
• Serve as a resource for EMT in maintaining compliance with articles of incorporation, bylaws, and board policy manual

Office Administration:

• Serve as a member of the Safety Committee
• Serve as a backup to the Office Administrator to ensure seamless office operations:
• Manage the front desk, including greeting and assisting visitors, handling incoming and outgoing mail, and answering and screening incoming phone calls and emails, directing them to the appropriate personnel
• Assist in maintaining office supplies, coordinating office events, and managing general office logistics

Qualifications 
 

• Minimum two (2) years of experience as a development, administrative, or executive assistant supporting a high-level executive(s) and Board of Directors
• Proficient in using and learning various technologies, including excellent Microsoft Office skills (WORD, EXCEL, Outlook, PowerPoint), Slack, Asana, Canva, etc.
• Ability to organize and manage multiple projects in a fast-paced, performance-oriented environment; ability to set and meet deadlines and/or clearly communicates obstacles
• Meticulous attention to detail and ability to master new tasks quickly
• Excellent customer service and collaboration skills
• Self-starter with strong independent judgment, discretion and problem-solving abilities; ability to work autonomously as well as part of a team, and to stay focused under pressure
• Excellent communications skills, including the ability to write and edit communications using appropriate grammar and spelling
• Strong interpersonal skills, including patience, flexibility, discretion and tact
• Exhibits a commitment to exercising discretion and upholding strict confidentiality
• Ability to work in a multi-cultural environment with a diverse staff and clientele
• Demonstrates flexibility; can effectively shift directions due to changing priorities or processes and maintain a positive outlook in the face of ambiguity or adversity

Preferred Qualifications:

• Executive Assistant experience in a nonprofit or educational setting working with executive staff and Board of Directors
• Familiarity with Health and Safety guidelines, including working with building management for emergency preparedness measures and in-office security procedures
• Minimum one (1) year of office management experience

What We Offer   
 

• Annual Salary: $77,000 - $87,000
• Equitable pay  
• 100% covered medical and dental plans for the employee  
• Accrued twenty (20) days of Vacation + accrued twelve (12) days of Paid Sick Leave
• Paid federal and Jewish holidays  
• 3% 403(b) retirement contribution match and 3% non-elective contribution 
• Healthcare and Dependent Care FSA  
• Pet Insurance Discounts 
• Employee Assistance Program  
• Professional development opportunities and $500 Work-From-Home stipend 
• This position is hybrid with the expectation of working in our San Francisco office; JVS does not provide relocation packages 
• 4 Day Work Week Pilot starting 09/01/2023

 
JVS is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, ethnic background, religion, gender, gender identity, gender expression, sexual orientation, age, national origin or disabilities. We welcome diverse applicants. Please let us know if you need accommodations or auxiliary aids for the interview process.  
 
JVS values intersectional racial equity and strives to center people of color, people from working class backgrounds, women and LGBTQ+ people. We strongly encourage applications from people with these identities or who are members of other communities that experience marginalization.