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Executive Assistant

Job Description

The Executive Assistant is an essential, full-time position on the OneTable team. The Executive Assistant works closely with the CEO and is responsible for the oversight of all administrative activities of the executive office including, but not limited to, supporting CEO’s fundraising activities, managing administrative functions for the CEO and other members of the C-suite, and completing special projects as needed. 

The ideal candidate has administrative experience, excellent judgment, is highly organized, calm under pressure, collaborative, and thrives in a fast-paced environment. As with all positions at OneTable, responsibilities will evolve, requiring this person to be flexible as the role develops.

Essential Functions:

Executive Assistant to the CEO (70%)

  • Manages the CEO’s day-to-day activities
    • Including calendar management, travel arrangements, meeting preparation, and follow-up (tracking in Salesforce CRM), while taking initiative, anticipating the CEO’s needs, and recognizing urgent matters requiring attention.
    • Serves as the main contact for those conducting business with the CEO, working effectively and diplomatically with internal and external stakeholders, and proactively anticipating needs and adapting quickly to evolving situations.
    • Drafts, proofreads, and edits correspondence with clarity and warmth, Manages expenses and reimbursements.
  • Advancement/Fundraising Support to the CEO
    • Liaise between CEO and OneTable’s Advancement (fundraising) Team and support CEO’s fundraising portfolio.
    • Data consolidation and analysis for meeting preparation
    • Creates and implements a moves management process for CEO
    • Collaborate on donor stewardship process including automated practices for invoices, pledges, gifts, tracking in CRM and tax acknowledgments
    • Collaborates with colleagues to make sure that all materials are prepared for meetings with funders and strategic partners

Support to other Executives and Office Management (30%)

  • Supports other C-suite positions with other administrative tasks as needed
  • Office management (e.g. ordering supplies, shipping material, booking conference rooms, registering guests, etc.)
  • Manage special projects as needed (e.g. staff retreats, ad hoc programs, events)

Key Attributes:

  • Confident, takes initiative, anticipates CEO’s needs, and recognizes urgent matters requiring the CEO’s attention
  • We use Google Suite, Salesforce, Slack, and Asana a lot – while you do not need to be an expert in all of these systems, you need to be very proficient in at least one of them and be able to learn the others very quickly
  • Skilled communicator:
    • Possesses an ability to write with clarity and warmth
    • Understands non-verbal cues and can pivot accordingly
  • 2-5 years experience as an executive assistant or in a comparable role
    • Are you a career executive assistant? Let’s talk!
  • Non-profit experience preferred

Benefits Package: 

The starting salary for this position ranges from $66,000 – $70,000 depending on your skills and experience, plus the following benefits:

  • Health insurance — medical, dental, and vision insurance currently through Aetna; OneTable pays 85% of the healthcare premium for each employee and 50% for dependents. 
  • Pre-tax commuter benefits, a flexible or health spending account (FSA or HSA), short and long-term disability, and life insurance. 
  • Time off:
    • Paid time off (PTO) for personal, sick days, and vacation. 
    • The office is closed for all major Jewish holidays, as well as most federal holidays.
    • OneTable offices are also closed the July 4th week and December 25 – January 1. 
    • As an organization rooted in the mission of spreading Shabbat, we know the importance of having time on Fridays to start winding down and preparing for our favorite weekly holiday. The OneTable offices close at 4:00 pm (local time) every Friday and at 12:00 pm on the first Friday of each month.
  • Optional and discounted identity theft protection, legal assistance program, pet insurance, travel insurance, critical illness, accident, hospital indemnity insurance, and more. 

Location:

Candidates must be able to work in OneTable’s Downtown Brooklyn office ~4 days/week

  • Schedule may include some evening or weekend hours, as needed

Start Date:

Immediately

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Application Process:

  • Review of applications will begin immediately and continue on a rolling basis until the position is filled.
  • Submission of Resume and Cover Letter or Short Video (3 minutes or less) outlining your interest in OneTable and how your qualifications match the job description
  • 2-3 rounds of interviews with members of the OneTable team
  • Applicants that move forward may be asked to complete a written task
  • There may be additional conversations with colleagues with whom they would be working.

Note: OneTable seeks to increase equity in its hiring and therefore to mitigate the inside edge sometimes given to those who have relationships with “field insiders,” OneTable does not accept informal recommendations from individuals with personal connections to our staff or Board members and cannot factor such referrals into selection of candidates for interviews.

 

Equal Opportunity Employer

We deeply value the diversity of insight, perspective, and experience brought by people from backgrounds typically underrepresented in Jewish institutions. This includes Black, Latinx, Indigenous, and Asian people, Black Jews, Jews of Color, Sephardi and Mizrachi Jews, lesbian, gay, bisexual, trans, and gender non-conforming people, and people with disabilities. We also welcome applications from people of diverse religious, spiritual, and cultural backgrounds.

The organization provides equal employment opportunities to all applicants and employees without regard to race, color, religion, gender, sexual orientation, gender expression, age, citizenship or immigration status, creed, genetic predisposition or carrier status, national origin, disability condition, marital status, status as a disabled or Vietnam-era veteran, or any other protected characteristic as established by law. In addition, the organization affirmatively seeks to advance the principles of equal employment opportunity as it applies to all policies and procedures relating to recruitment and hiring, compensation, benefits, termination, and all other terms and conditions of employment.