Administrative Assistant supporting Quality Management System at Santa Casa BH. Providing administrative support and managing document controls for workflow processes.
About the role
- Executive Office Manager managing administrative support for JCC Greater Boston’s executive team and strategic initiatives. Coordinating communications, meetings, and community relations across departments.
Responsibilities
- Provide comprehensive administrative support to the CEO and SLT, including managing the CEO’s calendar, executive office communications, and daily operations
- Serve as a central information hub, ensuring timely and accurate communication across the organization
- Facilitate communication between the CEO, SLT, program directors, staff, and external partners
- Act as gatekeeper for the CEO’s access, managing priorities, requests, and communications with discretion
- Draft and manage executive communications; support donor communications and prepare donor report summaries
- Prepare materials and resources for annual Board and committee orientations
- Coordinate and manage the preparation and distribution of meeting agendas, reports, and presentations
- Oversee expense reporting and tracking for the CEO and SLT
- Coordinate travel arrangements, logistics, and itineraries for executive meetings and events
- Develop and maintain effective office management systems/workflows, ensuring accuracy, organization, and confidentiality with a lens towards continuous improvement
- Support project management for program launches, community initiatives, and other strategic projects as assigned
- Contribute to continuous improvement initiatives as directed by executive leadership
- Support relationships with community partners, Board and committee members, and donors through project coordination and communication
- Maintain positive relationships with internal stakeholders to ensure seamless collaboration and alignment with organizational priorities
- Coordinate comprehensive annual planning calendar for executive, senior leadership, and management teams
Requirements
- Requires a Bachelor's degree in business administration, non-profit management, or a related field and 7+ years of progressive professional experience
- Significant success with building and executing workflows, administrative functions and project coordination or management
- Experience in non-profit or community organization environment preferred
- Must have strong computer skills, including proficiency with Microsoft Office (Outlook, Word, Excel)
- Preferred experience with Salesforce, Asana, and Slack
- Ability to maintain confidentiality and exercise discretion and good judgement
- Deep understanding of executive office operations, workflow management, and cross-departmental coordination
- Proactive approach to work with focus on operational excellence
- Outstanding project management, organization, and time management skills with meticulous attention to detail
- Proven ability to manage complex schedules and multiple priorities simultaneously
- Strong sense of discernment and ability to deal discreetly with highly sensitive, confidential written, electronic, and oral communications
- Must be a self-starter who takes initiative
- Ability to build strong relationships with a variety of stakeholders
- Ability to represent the organization professionally in all interactions
- Strong professional writing and communication skills
- Ability to work effectively in a fast-paced environment
Benefits
- Competitive cost-sharing Health and Dental Insurance
- JCC Sponsored/Paid Health Reimbursement Account
- JCC Sponsored/Paid Group Life Insurance/LTD Coverage
- Generous paid time off supporting a quality work-life balance
- Tax-deferred 403(b) retirement savings plan
- Voluntary Supplemental Vision Insurance
- Additional Voluntary Supplemental Life/ADD coverage for you and your family
- AbilityAssist Employee Assistance Program (EAP)
- Norton Cyber Security Program
- LegalEase Insurance program
- Free individual membership to JCC Greater Boston's top class fitness, recreation and wellness facility
- Use of the Fitness Center at Leventhal-Sidman
- Access to group fit classes, Arts & Culture adult programming at member rates
- Discounts on a variety JCCGB's fitness/wellness programs and services
- Free wellness events!
- Discounted child care at JCCGB Early Learning Centers and after-school program
- Discounted JCCGB camp tuition
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