JOB SUMMARY

The Milwaukee Jewish Federation is seeking an experienced Senior Executive Assistant to provide high-level administrative and strategic support to the CEO and Executive Office. This position requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced, mission-driven environment. As a key member of the CEO’s team, the Senior Executive Assistant ensures that the CEO’s time and focus are optimized in service of the organization’s vision, and the Executive Office functions efficiently, collaboratively, and with the highest level of professionalism. The ideal candidate will have exceptional communication skills, the ability to handle sensitive and confidential information with discretion, and a commitment to positively impact the community.

QUALIFICATIONS

• Minimum of seven years of experience supporting executive leadership, preferably in a nonprofit, philanthropic or Jewish communal setting.
• Experience working with board members, lay leaders, and high-level donors preferred.
• Familiarity with and respect for Jewish communal life, culture and calendar.
• Excellent written and verbal communication skills.
• Highly organized with strong attention to detail.
• High level of professionalism, integrity, and discretion.
• Ability to execute projects and research requiring independent judgement and analysis, managing multiple priorities under pressure with grace.
• Effective time management skills and ability to understand and accommodate individual work styles.
• Proficiency with Microsoft Office Suite and virtual collaboration tools (e.g., Zoom, Teams); proficiency with Apple products a plus.
• Familiarity with CRM/donor database platforms preferred.

WORK ENVIRONMENT & PHYSICAL DEMANDS

This position operates in a professional office environment with pleasant working conditions, good lighting and ventilation and moderate noise level. Must be available to work outside regular office hours, on short notice.
This role uses standard office equipment. There will be frequent computer usage which will require arm and hand dexterity as well as all vision abilities to be successful. This is primarily a sedentary role, however occasional filing and transport of meeting and event materials will be required. This would require the ability to lift and/or move up to 15-20 pounds, usually waist high.
Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the role.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required to perform the job. Duties, responsibilities and activities may change at any time with or without notice.

Executive Support

• Manage the CEO’s complex and frequently changing calendar, ensuring alignment with strategic priorities.
• Anticipate needs and proactively prepare materials, talking points, and logistics for meetings, events, and travel.
• Coordinate internal and external meetings, including with board members, donors, community leaders, and partner agencies.
• Serve as a trusted liaison between the CEO and senior staff, board members, and the broader Jewish and civic communities.

Executive Office Operations

• Support the daily functioning of the Executive Office, ensuring timely follow-up on action items and communications.
• Draft, proofread, and manage correspondence, reports, and presentations with accuracy and sensitivity.
• Assist in planning and organizing key meetings and events, including Leadership Team meetings and retreats and All Staff meetings and staff outings.
• Maintain a high level of discretion and confidentiality in managing sensitive information.
• Manage expense reporting, reimbursements, and basic budget tracking for the CEO and Executive Office.

Board Support

• Serve as the CEO’s administrative liaison to the Board of Directors.
• Provide administrative support to Chair of the Board.
• Assist with planning and organizing Board meetings and retreats, including scheduling and catering.
• Support the preparation and execution of Board and Committee meetings, including compiling and distributing materials, running meeting technology, taking minutes and tracking follow-up.
• Maintain board records and assist with governance and leadership development initiatives in collaboration with senior staff.

Project Coordination

• Assist with special projects, campaigns, and events led by the CEO or Executive Office.
• Help coordinate cross-departmental initiatives, ensuring clear communication and progress tracking.
• Serve as a problem-solver and team player, stepping in where needed to support Federation goals.