Job Title: Executive Assistant
Location: Remote with Local Engagement (Buffalo, NY Area)
Full Time Hourly: $28.00
About Us
For 120 years, the Buffalo Jewish Federation has been at the center of building the Jewish community in Western New York, and today we are a vibrant hub that ensures a thriving and connected 21st Century Jewish Buffalo. With a deep commitment to strengthening our organizational and agency partners, creating space for innovation and experimentation, developing and growing sources of funding, and nurturing human capital, Federation inspires individuals to access Jewish tradition in powerful and transformative ways, rousing collective energy and action throughout our network of communities.
Position Summary
The Buffalo Jewish Federation is seeking a highly organized and motivated Executive Assistant to serve as a key resource to the Chief Executive Officer and a central coordinator of board governance and staff connection. This position plays a critical role in ensuring that the CEO’s time and energy are focused on strategic priorities by providing both high-level administrative support and coordination. The Executive Assistant will serve as the primary support to the Board of Governors and its committees, coordinate planning for all-staff gatherings and retreats, and utilize and enhance our internal systems to support the Federation’s mission, vision, and values. This is a highly collaborative role that requires discretion, excellent judgment, and the ability to manage multiple priorities in a dynamic, mission-driven environment.
Key Responsibilities
- Provide executive administrative support to the CEO, including calendar management, inbox & phone communication support, travel and conference planning, and occasional letter or message drafting.
- Maintain accurate documentation and systems related to governance, board service, and organizational operations.
- Act as a trusted administrative advisor to the CEO, ensuring the most effective use of their time and attention.
- Serve as the primary administrative liaison to the Board of Governors, overseeing scheduling, material preparation, meeting minutes, attendance tracking, and follow-up on action items.
- Support the work of all Federation Board committees in partnership with appropriate professionals, ensuring timely communication, documentation, and smooth operations.
- Organize and execute all-staff meetings, gatherings, and retreats in collaboration with the CEO and senior team, ensuring these experiences reflect and reinforce the organization’s mission, vision, values, and culture.
- Partner with the CEO and senior staff to operationalize and integrate Federation’s new mission and vision across internal systems and staff culture.
- Support the CEO with time-sensitive and agency-wide projects, tracking progress, anticipating needs, and ensuring high-quality execution.
- Attend and support all major Federation events.
- Other duties as assigned.
Qualifications
Education and Experience
- Bachelors degree preferred.
- 5+ years of office experience in an administrative or operational setting.
- Experience working with not-for-profit boards preferred.
Knowledge, Skills & Abilities:
- Administrative Skills: Demonstrated ability to complete administrative functions effectively.
- Communication: Excellent written, oral, and interpersonal communication skills.
- Organization & Time Management: Highly organized with strong time management skills.
- Technical Proficiency: Proficient in Microsoft 365 with the ability to learn new software programs as needed, such as BoardEffect and Salesforce.
- Adaptability: Comfortable with evolving technology and eager to acquire new technical skills.
- Initiative & Problem-Solving: Positive, proactive, and solution-oriented with a “make it happen” mindset.
- Teamwork & Independence: Able to work independently or as part of a team, including in remote environments.
- Project & Deadline Management: Strong ability to manage multiple projects and meet deadlines consistently.
Organizational Expectations:
- Understands and is committed to the Buffalo Jewish Federation’s Mission & Vision.
- Willing to take ownership and do what is necessary to get the job done, on time, and with exceptional quality.
- Be a team player who exhibits generosity, humility, and Jewish values.
- Put our motto into action: “This work is not about us but is dependent upon us.”
Working Conditions
- Work from home; meet with partners, colleagues, volunteers and attend events as needed.
- Regularly works outside normal work hours including weekends and evenings as needed to meet organization needs.
- Valid NYS driver’s license and access to reliable transportation.
- Light physical activities and effort required working in an office environment and at events.
Disclaimer
The information contained herein is not intended to be an all-inclusive list of the duties and responsibilities of the job. Employee may be required to perform other duties as assigned.
Buffalo Jewish Federation is an equal opportunity employer. All applicants are considered regardless of gender, race, color, religion, national origin, ancestry, age, marital status, sexual orientation, pregnancy, physical or mental disability, citizenship, veteran status, gender expression and/or identity, or any other class protected by federal, state, or local laws.
