Executive Assistant in Milwaukee, Wisconsin at Jewish Family Services

Jewish Family Services, Inc.
We are a nonprofit organization provides supportive services focused on strengthening families, children and individuals throughout the life cycle within the context of their unique needs. We offer a wide range of mental health and counseling services, social services, case management programs and safe and affordable housing to nearly 2,500 individuals annually. Jewish Family Services serves adults, children, seniors, individuals with disabilities, chronic mental health problems and substance use disorders and families with low household incomes.

Under the direction of the Chief Executive Officer, the part-time, 20 hour per week, Executive Assistant is responsible for providing administrative and executive support-related tasks to the President/CEO and leadership to assist in the executive management of Jewish Family Services. The position of Executive Assistant requires by nature of the President/CEO’s position, involvement with high-level contacts and exposure to sensitive information necessitating considerable use of tact, diplomacy, discretion and judgment. Duties include but are not limited to word/data processing, meeting coordination, file/paper management, greeting visitors, answering telephones and receiving and distributing correspondence and mail. Special project coordination may involve support services to other Leadership Team members and to members of the Board of Directors.

Responsibilities and Duties

• Primary responsibility is to provide support services to President/CEO and Leadership Team.
• Maintain confidentiality at all times.
• Calendar management to coordinate a variety of complex executive meetings.
• Communicate and handle incoming and outgoing electronic communications on behalf of the President/CEO.
• Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
• Review, proofread and edit documents for the President/CEO’s signature.
• Arrange travel schedule and reservations for the President/CEO as needed.
• Coordinate materials for committee mailings, follow up calls, and maintain committee folders/binders.
• Prepare and review with President/CEO, meeting agendas and minutes as assigned and overseeing meeting room setups, lunch orders, etc.
• Keep track of Board appointments and terms of office for Board Directors and Officers and annual assignments to committees and taskforces.
• Set up and coordinate meetings and conferences as directed by the President/CEO.
• Prepare agendas for Jewish Family Services, Inc. (JFS) and JFS Housing, Inc. (JFSHI) Board, Committee and Task Force meetings and coordinate the distribution of meeting materials and meeting minutes of JFS and JFSHI Board, Committee and Task Force meetings.
• Prepare monthly agendas for general staff meetings and the minutes of such meetings.
• Distribute after CEO review, minutes of JFS Board meetings to the Milwaukee Jewish Federation (MJF).
• Track monthly reports the President/CEO is required to prepare or have prepared such as Dashboard reports, Emergency Assistance reports to the MJF (quarterly) and coordinate quarterly reporting of progress with the JFS Strategic Plan metrics.
• Attend JFS and JFSHI Board, Committee and Task Force meetings; responsible for taking and transcribing minutes of meetings not covered by other support staff.
• Responsible for the management and “gatekeeping” of agency administrative/program filing systems including: board/committee files, agency policy/procedure manuals and general agency-related files.
• Perform general agency word/data processing as needed and/or assigned.
• Perform general clerical duties to include but not limited to photocopying, faxing, mailing and filing.

• Minimum of an Associate’s degree in business or management
• Minimum of 3 years related experience supporting at the executive level.
• Strong word/data processing skills with expert knowledge of Microsoft Office 365 is required.
• Experienced in handling a wide range of administrative and executive support-related tasks and will be able to work independently with little or no supervision.
• Be exceedingly well organized, flexible and enjoy the administrative challenges of supporting the President/CEO and Leadership Team. The ability to interact with staff (at all levels), the Board of Directors, community leaders and other business partners in a fast-paced environment, sometimes under pressure, while remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role.
• Expert-level written and verbal communication skills, strong decision-making ability and attention to detail are equally important.Must have a valid driver’s license, access to reliable vehicle, and automobile insurance coverage throughout employment.
• Knowledge, understanding, and/or willingness to learn Jewish culture and traditions and those of the Agency population as necessary.
• Accept other duties and responsibilities as assigned.
• Candidates must successfully pass a criminal background check with the Wisconsin Department of Justice and a caregiver background check with the Wisconsin Department of Health Services, the Department of Children and Families and the Department Safety and Professional Services.
• Candidates must pass a Dru Sjodin National Sex Offender and Wisconsin Sex Offender Registry screening.