Executive Assistant

Executive Assistant to the Executive Director (Rabbi/CEO), Hillel at Dartmouth College

This role supports a leader whose responsibilities span major donor engagement, Jewish teaching, worship, pastoral counseling, community leadership, and organizational management. The Executive Assistant (EA) ensures that the Executive Director’s time, relationships, and priorities are managed with exceptional professionalism, discretion, and sensitivity, enabling the ED to focus on advancing Hillel’s mission, nurturing students, and cultivating philanthropic support.

This is a full‑time, exempt position (~40 hrs per week) with occasional evening or weekend hours for events.

• Manage a complex, dynamic calendar that balances donor meetings, teaching commitments, pastoral counseling sessions, student engagement, and organizational leadership.
• Prepare the ED for meetings, classes, donor conversations, board meetings, and community events.
• Help prioritize commitments and protect time for teaching, student care, and strategic initiatives.
• Coordinate communication across the staff team to ensure follow‑through on key initiatives.

• Prepare donor briefings, research profiles, and follow‑up communications to support the ED’s major‑gift portfolio.
• Maintain donor records and stewardship plans in collaboration with the development team.
• Draft polished correspondence, acknowledgments, and proposals that reflect the ED’s voice and the organization’s values.
• Process and deposit incoming gifts, ensuring accurate record‑keeping and timely acknowledgment.
• Serve as a warm and professional liaison to donors when the ED is traveling or unavailable.

• Protect time for teaching, preparation, curriculum development, and Jewish learning initiatives.
• Schedule pastoral counseling sessions with students with sensitivity and confidentiality.
• Coordinate logistics for classes, holiday programming, lifecycle events, and educational offerings.
• Maintain confidential pastoral records with care and discretion.

• Coordinate all aspects of travel for donor visits, conferences, and community events.
• Prepare travel itineraries and briefing materials.
• Adjust plans as needed to accommodate schedule changes or delays.
• Ensure smooth transitions between travel and on‑campus responsibilities.

• Maintain systems for scheduling, communication, and document management.
• Oversee student, alumni, and donor databases, ensuring information is accurate, up‑to‑date, and compliant with privacy standards.
• Manage relationships with vendors and service providers to ensure smooth operations and timely delivery of services.
• Manage payroll administration, including submitting payroll, entering new employees into the system, and ensuring accurate and timely processing.
• Serve as a first point of contact for students, donors, board members, and community partners seeking the ED’s time.
• Manage sensitive information with discretion.
• Support board meetings by preparing materials and tracking action items.

• Track progress on key initiatives related to fundraising, student engagement, and Jewish learning.
• Conduct research and prepare summaries to support decision‑making.
• Coordinate special projects such as donor events, educational programs, and holiday celebrations.
• Identify opportunities to streamline processes and improve organizational efficiency.

• Pastoral sensitivity:
  Understands the emotional and spiritual dimensions of the ED’s work with students.
• Strategic judgment:
  Anticipates needs and helps the ED balance donor, educational, and pastoral priorities.
• Relationship stewardship:
  Builds trust with donors, students, and stakeholders through warmth and reliability.
• Operational excellence:
  Creates systems that enhance efficiency and reduce friction.
• Mission alignment:
  Demonstrates commitment to Jewish life, student well‑being, and Hillel’s values.

• Bachelor’s degree preferred in business, communications, nonprofit management, higher education,…