JVS is a non-profit, non-sectarian agency. Our mission is to empower individuals from diverse communities to find employment and build careers; and to partner with employers to hire, develop and retain productive workforces. 

JVS provides a broad range of services including adult education, skills training, job readiness training, job placement and support, and access to post-secondary education. JVS assists employers in their search for well-qualified job applicants and their initiatives to upgrade the skills of their incumbent workforce.

Position Summary: The Executive Assistant is the administrative face of the Executive and Administrative Offices, performing administrative duties requiring initiative, independence, and confidentiality. The Executive Assistant will provide daily administrative and office support to the CEO and Executive Team. The Executive Assistant willensure the Executive Office is well presented by emulating excellence and professionalism at all times. The Executive Assistant will coordinate JVS Board of Directors meetings, scheduling, and associated tasks for meetings, and will assist in maintaining Board relations.

Essential Job Functions:

Administrative/Communication:

• Provide administrative support to the Chief Executive Officer, including but not limited to maintaining CEO’s schedule; arranging travel including booking hotels and rental cars; completing conference registrations; arranging meetings and appointments; editing and preparing reports and correspondence; effectively triaging phone calls and accurately records and forwards all phone messages; serves as the contact person for senior staff; effectively manages purchasing, reimbursements and timesheets for CEO
• Provide administrative support to all Executive Team members, including but not limited to administrative tasks (organizing materials, filing, ordering supplies, making packets for meetings); scheduling of meetings and scheduling of rooms, gathering staff timesheets, producing power points, excel spreadsheets, and word documents as needed
• Provide meeting scheduling, set up and clean up, food ordering, phone set up, produce meeting agendas and takes minutes

• Serve as the front desk receptionist for the 2nd floor and distribute all incoming mail to the 2nd floor.

• Responsible for the office supply ordering of the 2nd floor team and for overseeing the upkeep of the 2nd floor kitchen area (including dishwasher, refrigerator clean-out, kitchen supplies).

Builds relationships, collaboration, and teamwork:

• Assist the CEO and Chief Development Officer in maintaining Board Relations. Manage meeting logistics, take and distribute Board and Executive Committee meeting minutes, maintain an accurate record of meetings, develop and maintain an annual calendar of Board and Committee meetings, scheduling, events, and subsequent communication, effectively coordinate communications between Staff and Board, and oversee mailings

Minimum Skills and Qualifications:

• BA/BS Business Administration/Management or equivalent experience
• Highly proficient in Microsoft Office (Excel, Outlook, Word, PowerPoint)
• Outstanding organizational skills with exceptional attention to detail
• Previousexecutive-level administrative experiencerequired
• Confident self-starter; ability to prioritize, juggle multiple assignments and follow-through
• Ability to troubleshoot and implement systems that contribute to an efficient working environment
• Adaptability in working under pressure and with short-notice deadlines and last minute changes
• Up to date on technology innovations like helpful applications and social media platforms

• Strong interpersonal writtenand verbal communication skills
• Proven ability to work effectively with peers, the Board of directors, senior staff, volunteers, and the public
• Ability to take ownership of a process; to use problem-solving skills to resolve issues
• Ability to manage confidential information
• Performs other duties as required

Key Competencies:

• Handles all situations with professional capacity and diplomacy;
• Creative problem-solving and troubleshooting techniques;
• Exceptional customer service;
• High-level administrative skills and technological savviness
• Accountability and Results Focused
• Adapting to Change
• Building Relationships, Collaboration, and Teamwork
• Cultural Competency and Respect
• Communication Skills
• Strong Writing Skills
• Initiative
• Planning and Organizing
• Promotes External Relations