Executive Assistant; Part-Time

Jewish Family Services, Inc. is a nonprofit organization that provides supportive services focused on strengthening families, children, and individuals throughout the life cycle. 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, substance use disorders, and families with low household incomes.

Under the direction of the Chief Executive Officer, the Executive Assistant provides administrative and executive support‑related tasks to the President/CEO and leadership to assist in the executive management of Jewish Family Services. The position requires discretion, diplomacy, and judgment because the CEO’s role includes high‑level contacts and sensitive information. Duties include, but are not limited to word/data processing, meeting coordination, file/paper management, greeting visitors, answering telephones, and dealing with correspondence and mail.

Special project coordination may involve support services to other Leadership Team members and members of the Board of Directors.

• Provide support services to President/CEO and Leadership Team.
• Maintain confidentiality at all times.
• Calendar management to coordinate 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 meeting agendas and minutes as assigned and oversee 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 task forces.
• Set up and coordinate meetings and conferences as directed by the President/CEO.
• Prepare agendas for JFS and JFSHI Board, Committee, and Task Force meetings and coordinate the distribution of meeting materials and minutes.
• 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.
• Track monthly reports that 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.
• Manage and gatekeep 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, including photocopying, faxing, mailing, and filing.

• Minimum of an Associate’s degree in business or management.
• Minimum of 3 years of related experience supporting at the executive level.
• Strong word/data processing skills with expert knowledge of Microsoft Office 365.
• Experienced in handling a wide range of administrative and executive support‑related tasks and 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. 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.
• Expert‑level written and verbal communication skills,…