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CEO Assistant

Location: Schenectady
Posted on: November 22, 2021

Job Description:

Job Details


Job Location
Schenectady JCC - Schenectady, NY

Position Type
Full Time

Education Level
4 Year Degree

Job Shift

Job Category
Admin - Clerical

Position Summary

Reports to : CEO

Status: Exempt


This position will work with the CEO to oversee fund raising initiatives at both the Albany and Schenectady JCCs individually and collectively ("JCCs of the Capital Region"), provide routine and often confidential support to the CEO, Boards of Directors and Joint Collaboration Committee, and provide staff leadership to FRD (Financial Resource Development, commonly known as fund raising) committee(s).

Principal Responsibilities

Duties include primary staff work with selected JCC fund raising committees, project management for special efforts/programs, donor stewardship oversight. This includes direct or delegation of detailed record keeping, data base administration, regular and non-routine correspondence, phone and emails, meeting coordination, daily schedules and overall administrative and support duties that lead to the success of on-going projects. Ensures that calendaring of events and meetings avoids conflicts and that such associated activities are scheduled and executed accurately. Proactively anticipates daily activity requirements along with projecting future needs. Manages and assists Department Heads with their fund-raising efforts.

Board work includes responsiveness in particular to the needs of each Board's president. The position includes the development of "board packets" for each meeting, the use of Dropbox for individual board member review of meeting materials and other Board materials, the dissemination and collection of annual Board forms, and the taking of minutes at Board meetings. The position makes sure that expected Board actions are supported by clear Board resolutions and recommendations. Other activities of the Board are supported by this position.

The position will be supported in this work by an administrative assistant at each JCC who will devote approximately half of their time to fund raising administrative work. The position will model for them expectations for their work providing administrative support to their respective Campus Directors, the Director of Finance, and the other staff and committees those positions support. The position has dotted-line authority in the supervision of such staff.

Essential Duties

  • Managing fundraising event planning, administration and reporting for fundraising initiatives.
  • Maintaining and managing timelines and schedules related to FRD.
  • Assisting in donor relationship management by producing and sending donor acknowledgement and donor correspondence, update and manage donor database.
  • Acting as project manager for special projects as assigned which may include planning and coordinating presentations, disseminating information, research and collecting data.
  • Providing direct support to the CEO which will include confidential and sensitive information, ensuring he is updated and kept informed of upcoming commitments and responsibilities.
  • Proactively working to help the CEO organize activities, meetings, travel, and workload.
  • Arranging and coordinating the work and meetings of the boards of directors of the JCCs, of the Joint Collaboration Committee, and of the respective FRD committees of both JCCs.
  • Preparing board of director and committee meeting materials in advance for the CEO. Ensure the correct taking and distributing of minutes for board meetings, Joint Collaboration Committee and the FRD committees
  • Maintaining organizational databases and managing mailing lists.
  • Assembling and organizing confidential and sensitive information: may involve legal issues.
  • Presenting a professional and welcoming point of contact. Maintaining a strong understanding of the culture, values, and services of the organization and reflecting this understanding in decisions made in support of the CEO.
  • Performing administrative functions related to the above and insures maintenance and accuracy of existing files, and adds to the filing as needed.
  • Performing related duties as directed.

    Minimum Qualifications (Knowledge, Skill, and/or Abilities Required)
    • Three to five years working with senior level executives in a fast-paced environment. Bachelor's degree required.
    • Experience working directly with a CEO or C-Suite level position preferred.
    • Experience in fund raising and development.
    • Experience working with volunteers individually and in committees
    • Possess a professional communication style, socially adept, and courteous demeanor.
    • Proficient computer skill and in-depth knowledge of relevant software including Microsoft Office (Outlook, Excel, Word, PowerPoint), and social media.
    • Flexible, with ability to assess and respond to a variety of non-routine and unexpected tasks in a dynamic work environment.
    • Demonstrated ability to work independently and as part of a team.
    • Strong problem-solving skills, judgement and decision-making
    • Excellent written and oral communication skills with the ability to communicate clearly.
    • Strong organizational skills.
    • Maintain a high level of confidentiality as needed.
    • Commitment to organization values and mission.
    • Strong attention to detail and highly organized.
    • Takes initiative, proactive, helpful "can do" attitude.

      Physical Requirements

      Primarily sitting at the workstation in an office environment utilizing the computer.

      Regular travel between the Albany JCC and Schenectady JCC. Position will have an office at each JCC.

      Includes some filing which requires the ability to bend, stoop, and stand as necessary

      We offer competitive wages and benefits including health insurance, paid time off, holiday pay, 401k and free gym membership.

      Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. This document is not to be considered a contract for employment nor a guarantee of continued employment. This job description is to be used as a guideline to describe the current functions and requirements of the position. The job description may change at any time based on business needs and/or job reorganization.

Keywords: ROBERT AND DOROTHY LUDWIG JCC OF SC, Schenectady , CEO Assistant, Executive , Schenectady, New York

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