The Louis S. Wolk Jewish Community Center of Greater Rochester is located alongside the Erie Canal in Brighton and is a 200,000 square foot facility that houses our state-of-the-art fitness, wellness and recreation programming, an Aquatics Center, a professional Theatre, Children’s Center and our Summer Camp Programs

We pride ourselves on providing our members with quality educational, cultural arts and social programming, and we are an inclusive community center that welcomes people of all faiths, backgrounds, and ages.

We are looking for a full time Executive Assistant to support the Chief Executive Officer, the Development department, Strategic Leadership Team, and the Board of Directors. Provides high-level administrative support by conducting research, processing donations, supporting fundraising events, handling information requests, providing oversight of meetings, and performing clerical functions such as preparing correspondence, receiving visitors, and scheduling meetings for executives.

Executive Administration & Senior Leadership Support

• Manage the CEO’s calendar by scheduling all agency-related meetings, with consideration for prioritization levels.
• Manage the CEO’s credit card transactions and receipts.
• Create reports, memos, letters, meeting agendas, slide decks, and other documents using Microsoft Office and other relevant computer software.
• Answer phone calls and direct calls to appropriate parties or take messages and perform general agency “triage”.
• Record, type, and distribute meeting minutes.
• Greet visitors and determine whether they should be given access to specific individuals.
• Read and analyze incoming memos, submissions, legal contracts, and reports to determine their significance / viability and plan their distribution.
• Perform general office duties such as ordering supplies and maintaining records management database systems.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Make travel arrangements for executives.
• Research special projects, best practices, etc. and present findings to the CEO and / or senior leadership team.
• Schedule, coordinate, and execute quarterly All-Staff meetings (agenda, PowerPoint presentation, room reservation, Zoom and calendar invitations, etc.).
• Schedule, coordinate, and oversee weekly Strategic Leadership Team meetings.
• Oversee and manage all CEO-related events (room reservations, catering orders, technological requirements, etc.).
• Assist with scheduling and coordinating other agency meetings and events.

Development & Support of Institutional Giving

• Schedule, coordinate, and execute weekly meetings with Development team and grant writer.
• Assist with creation of designated annual appeals, such as Camp Seneca Lake, CenterStage Theater, Lane Dworkin Book Festival, Ames Amzalak Film Festival, etc.
• Provide internal reporting on fundraising efforts as requested.
• Support the Development department with aspects of donor cultivation, solicitation, and stewardship, providing assistance with communication, events, and other related activities as it relates to the department.
• Assist with the execution of the gift acknowledgement and pledge reminder processes.
• Responsible for accurate entry of all monetary gifts, pledges, and supporting documentation into the database (Raiser’s Edge) in a timely fashion.
• Assists with development and maintenance of documented processes and procedures to ensure data accuracy and integrity within Raiser’s Edge.
• Supports Development events, including managing RSVPs, helping with décor and set-up, tracking attendance, tracking results, and working with partners and vendors.

Board of Directors Support

• Schedule, coordinate, and execute monthly meetings for the Board of Directors and affiliated committees (Executive, Finance, Investment, Audit, Governance & Nominating, etc.).
• Record, type, and distribute meeting minutes for both the Executive Committee and Board of Directors.
• Create reports, memos, letters, meeting agendas, slide decks, and other documents using Microsoft Office and other relevant computer software.
• Schedule, coordinate, and execute the agency’s Annual Meeting in collaboration with other local agencies (Jewish Federation, JFS, JSL, etc.).
• Possess a general knowledge and understanding of the Board’s bylaws.
• Maintain records and documentation related to the Board of Directors and affiliated committees.

Education: Bachelor’s degree (B.A.), preferred

Experience: 5+ years related experience or training

Skills: Advanced skill set with MS Office, required. Experience with Raiser’s Edge, or other fundraising database, preferred

Key Competencies for Success:

• Patience, professionalism and a positive attitude
• Strong attention to all-the-details
• Excellent verbal and written communication skills
• Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy
• Tech savvy and able to apply those skills to creating and organizing processes for efficiency and follow-up
• Familiarity with databases, mail merges, editing spreadsheets, tracking, and running multiple reports

Benefits include:

• Health, Dental and Vision
• Retirement Plan, Life and Disability Insurance
• Employee Assistance Program
• Free membership to our Fitness and Aquatics Center