Executive Assistant/Office Manager

The Jewish Foundation of Cincinnati was established in 1995 with ~$70 million in assets from the Jewish Hospital of Cincinnati. In 2010, the Foundation sold Jewish Hospital to Mercy Health, and the proceeds increased the Foundation’s asset base, which is approximately $500 million in assets.

The Foundation now invests approximately $24 million annually in the Cincinnati Jewish community to strengthen Jewish identity, Jewish education and engagement, and to ensure that the basic needs of vulnerable community members are met. The Foundation also provides capacity building grants enabling the community’s institutions to meet individual needs efficiently and effectively.

The Jewish Foundation of Cincinnati is seeking a full-time Executive Assistant/Office Manager to provide general administrative support to the Management Team of the Foundation (i.e., Chief Executive Officer, Chief Financial Officer, Chief Program Officer).  The Executive Assistant/Office Manager is the first face and voice experienced by visitors and callers to The Jewish Foundation. The primary responsibilities of this position will be fielding phone calls, welcoming and assisting visitors, scheduling/coordinating calendars, supporting Foundation meetings and events and running the day-to-day administrative operations of the Foundation office.  Leading candidates for the position will be goal-oriented and confident professionals.  Candidates will have strong organizational and interpersonal skills; the ability to multi-task, meet deadlines and work independently; proven success representing the company/organization, and a collaborative and growth-oriented mindset.   

Reports to: Chief Executive Officer with dotted line responsibilities to Chief Financial Officer and Chief Program Officer 

*Submit a cover letter with resume to be considered.*

Executive Assistant 

• Senior-level administrative support to Management Team
• Scheduling and preparation of meetings, appointments, and travel arrangements for the Management Team
• Copy, edit, and finalize letters, reports and other documents, prepare and track expense reimbursements for Management Team
• Prepare meetings of the Board of Trustees, including scheduling, communication, logistics, room set-up, etc., as well as taking and preparing draft minutes
• Support Finance Department with vendor and invoice entry into bill payables system; serve as the primary contact person for the majority of our vendors.
• Support Management Team in preparation and circulation of materials for Board and committee meetings
• Manages a variety of activities and confidential matters with discretion 

Office Manager

• Create and maintain filing systems: Organize and maintain files (soft and hard copy)
• Facilities management, serving as primary contact for office building management and SAFE Cincinnati implementation
• Manage office design, décor and furnishings
• Work with Chief Financial Officer and outside Information Technology (IT) vendor(s) to ensure IT infrastructure remains secure and functioning effectively including the technology in the meeting rooms
• Responsible for office equipment maintenance
• Ensure all office and kitchen supplies including snacks and beverages are fully stocked at all times 
• Develop and maintain TJF partner and constituency database
• At the direction of the Management Team provide logistical support for programs/events
• Other responsibilities and work activities may be added to this role at the discretion of the Chief Executive Officer 

Receptionist 

• Answer phone calls and direct callers to appropriate parties or take messages 
• Greet and assist all visitors  
• Ensure meeting rooms are set up for meetings involving the Management Team 

Professional Development 

Find and participate in professional development opportunities that match the needs of the Foundation and its vision and strategies.  

Required Competencies 

• Effective communication skills both written and verbal 
• Strong organizational skills including calendar management, scheduling meetings, preparing meeting materials 
• High integrity, excellent interpersonal skills, confidentiality and good judgement 
• Demonstrated ability to multi-task, prioritize against stated objectives, and work independently 
• Proven success representing the company/organization and its management team to stakeholders (Board members, grantees, staff, community members and other stakeholder partners) 
• Friendly and professional demeanor with a strong customer service orientation 
• Demonstrated success working collaboratively and cooperatively with peers, across departments, and with other organizations and entities 

Required Qualifications 

• High school degree, Associate Business or other degree strongly preferred 
• Minimum 5 years’ experience as an Executive Assistant and/or Office Manager 
• Advanced knowledge and experience with MS Office Suite: Word, Outlook, Excel, PowerPoint and other software as needed; experience with bill.com is a plus 
• Possess a natural attention to detail 
• Commitment to the mission, vision, and values of The Jewish Foundation of Cincinnati 
• Able to attend and participate in meetings and events inside and outside the office, in the evenings and on occasional weekends. 

Compensation range: $65,000 – $75,000 per year, depending on experience for a full-time position based in Cincinnati, Ohio.

A generous benefits plan, retirement plan with employer match, comprehensive paid time off, and paid holidays including specific Jewish holidays.