Executive Assistant

The Jewish Federation of Cincinnati; Cincinnati (OH); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical/Dental/Vision

401(k) matching

Paid time off

Fitness center membership

Job summary

The Jewish Federation of Cincinnati is seeking an experienced Executive Assistant to support the CEO and COO in a fast-paced office. This full-time role requires high-level administrative, project and calendar management, and close collaboration with multiple departments to ensure smooth operations.

Responsibilities include coordinating meetings, preparing materials, handling confidential information, and arranging travel.

Qualifications

• Experienced administrator with strong office and project management skills.
• Strong computer skills, including Microsoft Office and Outlook.
• Excellent oral and written communication; editing and proofreading abilities.
• Experience using databases or CRMs is preferred (Microsoft Dynamics).
• Professional, confidential, and detail-oriented with strong organizational skills.

Responsibilities

• Provide support, coordination, execution and completion of projects and budgets.
• Answer phone calls and route messages; manage information assets.
• Manage donor and volunteer records in Orbit CRM or similar system.
• Prepare monthly expense reports and manage CEO/COO expenses.
• Prepare meeting agendas, minutes and distribute materials.
• Schedule meetings, staff events and travel arrangements.
• Operate copiers and office equipment; handle general office duties.

Skills

Office management

Project management

Communication

CRM experience

Tools

Microsoft Office

Microsoft Dynamics

Job description

Position

Executive Assistant

Location

Cincinnati, OH

Job ID

1403

# of Openings

1

Executive Assistant

WHO ARE WE? The Jewish Federation of Cincinnati (JFC) is the backbone organization that catalyzes our community in common purpose. JFC welcomes all cultural backgrounds and faiths, including those of every socioeconomic status, race, gender, national background, sexual orientation, gender identity, and physical, mental, and developmental ability. The Federation is a community‑driven convener, mobilizing diverse groups toward collective action. We are problem‑solvers and opportunity‑makers with unparalleled reach, raising funds and allocating resources where they’re most needed. Connected by our values and tradition, we act as a force for good in the world: caring for the elderly, striving for social justice, keeping our community safe, combating antisemitism, and bringing crucial aid to the most vulnerable. We may come from different places and express our Jewishness in different ways, but we are unified in our vision to build a flourishing, diverse Jewish community for future generations.

Position Summary

This is a full‑time Executive Assistant position, which supports the CEO and COO of the Jewish Federation of Cincinnati. The CEO and COO work hand in hand and this position will be working closely with both people. This position reports to the CEO and requires high‑level management and interpersonal skills to support the executive function of the Jewish Federation of Cincinnati. The role helps navigate the CEO’s professional relationships, including complex management and communications, and supports various departmental database needs including Executive and Operations Department.

Essential Functions

• Provide support, coordination, execution and completion of specific projects; may manage the project or event budgets and day‑to‑day operational aspects of a project.
• Answer phone calls, direct calls to appropriate parties or take messages and manage as appropriate.
• Assist in managing information of hundreds of donors and volunteers while working as part of a team and interacting with the entire staff of the Jewish Federation.
• Heavy usage of Microsoft Dynamics Database (Orbit).
• Maintain accurate records and input data into the unique Jewish Federation database (Orbit).
• Prepare monthly expenses reports and manage online credit card expenses for CEO and COO.
• Support Board and Executive Committee management along with executive communications.
• Prepare for meetings including agendas, minutes and other material development, preparation, compilation, copying and distribution, as well as room, food and beverage orders and set up.
• Assist with a variety of department meetings as required including scheduling of meeting rooms, set‑up, agendas, minutes, attendance, refreshments and food.
• Schedule meetings with volunteers and professionals.
• Assist in scheduling staff events, meetings, retreats as needed including day‑of logistics.
• Troubleshoot, maintain, and arrange for service of copiers and other office equipment.
• Perform various correspondence and formatting reports.
• File and retrieve documents, records and reports.
• Open, sort and distribute incoming correspondence, including faxes and email.
• Make travel arrangements for CEO, COO and additional executives as needed.
• Type reports, memos, letters and other materials and documents using Word, PowerPoint and Excel.
• Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.
• Other duties as assigned.

Position Qualifications

• Experienced administrator with strong office and project management skills.
• Strong computer skills, including Microsoft Office (Word, Access, Excel, PowerPoint, and Outlook).
• Strong oral, written, communication, editing and skills.
• Experience using databases or CRMs is preferred (Microsoft Dynamics).
• Professional and pleasant disposition.
• Critical thinking and problem solving are essential.
• Confidentiality is essential.
• Ability to take initiative and ownership of assigned projects and duties.
• Ability to multitask effectively, prioritize project responsibilities, and meet deadlines.
• Ability to handle a fast‑paced environment and high level of stressful situations occasionally.
• Consistent attention to detail and strong organizational skills.
• Outstanding customer service and communication skills.
• Experience organizing and supporting events, including but not limited to handling all logistics.
• This job requires professionalism, a team player, a positive attitude and a proven ability to work with passion, excitement, and enthusiasm. Willingness to occasionally work overtime and help facilitate some evening meetings.
• Background in project management preferred.
• This position requires working in an office 5 days a week.

Benefits We Offer

• Robust Medical, Dental, and Vision insurance with employee health and wellness plan.
• Talent Management & Professional Development programs and learning opportunities.
• Competitive 401(k) program with company match and additional contribution opportunities.
• Complimentary single membership to the Mayerson JCC Fitness Center plus discounts to the onsite Café and Spa.
• F.S.A., Employer Matched H.S.A., life insurance, voluntary short‑term/long‑term disability insurance, 529 College Savings Plan, Legal Shield plan.
• Incredible Paid Time Off: 15 days vacation, 12 days of sick, and up to 10+ paid Jewish holidays per year (in addition to federal holidays).
• Fun, collaborative, business‑casual work environment.

This position description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel in the above position.