Administrative & Executive Assistant

Job Description and Responsibilities

Sacred Spaces is seeking an Administrative & Executive Assistant (AEA). The AEA will spend 50% of their time supporting and partnering with the President, helping to ensure they are well organized, efficient, and effective. The AEA will spend the remaining 50% of their time supporting the administrative needs of Sacred Spaces.

This is an exciting opportunity for the right candidate to join a growing organization of innovative professionals working to create large-scale change in the Jewish community. The ideal candidate will be a highly-organized, emotionally intelligent and driven professional. This individual will possess the capacity to manage sensitive communications with discretion, confidentiality, and diplomacy. The candidate should be able to work both collaboratively and independently; should be organized and attentive to detail; and must have strong communication and interpersonal skills.

Responsibilities

Maximize President’s Effectiveness & Efficiency (50%)

• Provide administrative support to the President, including calendar management and follow-up for internal and external meetings;
• Ensure the President is thoroughly prepared for all meetings and events, staying ahead of the President’s calendar in close coordination with staff and consultants as needed, in order to provide relevant and timely information;
• At times, reach out on behalf of the President to staff and external stakeholders, ensuring clear communication and follow through as needed;
• Draft, proofread, and edit select correspondence -- which is at times sensitive and confidential -- and send on President’s behalf;
• Arrange and adjust detailed travel plans, create itineraries, and anticipate and proactively manage changes as they arise;
• Manage President’s expenses and reimbursements and provide documentation to the Operations department;
• Join the President’s meetings as needed with board members, direct reports, external vendors, funders, and stakeholders to take notes and ensure effective follow up;
• Support task management and identify opportunities to better maximize the President’s time, supporting her to ensure completion of competing priorities;
• Support the President’s fundraising and awareness-raising work, partnering with education, consulting, and operations team members to coordinate, prepare for, schedule, and follow-up on meetings, events, and speaking engagements.
• Maintain and input CRM data for the President and senior leadership team.
• Support special projects within the organization while President is on sabbatical (June-August 2025)

Administrative Assistance for Operations, Education, and Consulting (50%)

• Manage board logistics and committee meetings, including scheduling, compiling board packets, and providing administrative and technical support.
• Attend meetings as needed, taking notes and ensuring action items are appropriately flagged and followed up on.
• Support staff with document proofreading, formatting, and finalization.
• Support client/participant intakes, communication, and scheduling, program and event registration, forms and surveys, and follow-up activities.
• Support data entry across the organization.
• Support additional administrative tasks, including ordering office supplies, shipping participant materials, supporting calendaring for senior staff, managing staff travel, etc.

Qualifications and Skills

• Excellent interpersonal, written and verbal communication skills;
• Demonstrate initiative, excellent judgment, and creative problem solving skills;
• Ability to prioritize competing tasks and deadlines, work independently, multi-task with regular interruptions, problem solve, and coordinate projects successfully;
• Proficient with Google Workspace, Zoom, and Microsoft; experience with Salesforce/other database a plus;
• Flexible work style; ability to work on President’s schedule with sometimes tight or shifting deadlines;
• Adaptable to learning new technologies;
• Possess a “can-do” attitude, prioritizing problem solving and maintaining equilibrium in a fast-paced work environment.
• Meticulously organized and able to create structure amidst chaos.
• Experience holding and maintaining sensitive information in a confidential manner.
• Familiarity with the landscape of North American Jewish communities and demonstrated ability to work with people from other backgrounds and experiences, a plus.
• Experience working as administrative support for an executive/leadership position of an organization, a plus.

Sacred Spaces believes strongly that all applicants, including Sephardi and Mizrahi Jews, Black, Indigenous, or Other People of Color, people of all abilities, people of all religions, and LGBTQI people should be considered fairly for employment opportunities regardless of identity. We are most interested in finding the best candidate for the job, and we recognize that the best candidate may have different qualifications from those listed above. This position could also be an opportunity for someone with experience in one of these areas to build skills in another area. If you believe you are poised to excel at this important work, we encourage you to apply!

This job description is intended to convey information essential to understand the scope of the position. It is not intended to be an exhaustive list of skills, efforts, duties, or responsibilities associated with the position.

Application Process

Please send an email with the subject “Executive Assistant,” including resume, cover letter, and a brief writing sample created in the past year to Jobs@JewishSacredSpaces.org. We use the term “writing sample” broadly to refer to something you have already written and are not creating special for this application. We are most interested in examples of communication and correspondence; if you have something different that you want us to see, feel free to submit. If you’re uncertain about what to submit, you may reach out and ask. The cover letter should include descriptions of positions with relevant experience and demonstration of successful expertise in the core demands of the position. Deadline to submit an application is February 28, 2025. Applications received after the deadline will be reviewed on a rolling basis if the position has not been filled.

The full hiring process additionally includes:

• Round 1: Brief one-way video screen.
• Round 2: Select candidates will be invited to a Zoom interview with Sacred Spaces’ team member(s).
• Round 3: Select candidates will be invited to complete a short written assignment. Candidates who complete this assignment will receive a $100 honorarium in recognition of their work. We estimate that the assignment will take between 1-3 hours.
• Round 4: Following our review of these written assignments, a select number of candidates will be invited for a final-round interview. Finalists provide names and contact information for reference checks and resume verification. After a candidate receives a conditional offer, they are invited to interview any Sacred Spaces staff or a board member before accepting the position, and background checks are conducted as a final step.

As part of Sacred Spaces’ commitment to equity, interview questions are standardized, with some custom questions for candidates who progress through the application process and written assignments are deidentified. Applications are scored using a common rubric based on the job description. Sacred Spaces endeavors to communicate clearly with candidates at each stage of the process. If at any point you have a question about the application process or the status of your application, please feel welcome to email Jobs@JewishSacredSpaces.org.

Accommodations

Sacred Spaces aims to create an accessible application process. Please let us know of any accommodations you require in order to fully participate in the application process. Accommodations requests can be made to Jobs@JewishSacredSpaces.org or by calling (412) 219-3155.

Thank you for considering employment at Sacred Spaces. We look forward to receiving your application!