Executive Admin / Board Liaison
United Synagogue of Conservative Judaism
The Executive Admin/Board liaison will be responsible for providing administrative and strategic support to the ICEO ( Interim Chief Executive Officer ) and International Board President, will function as the primary contact person for the Board of Directors and associated board committees.
The position requires tact and integrity due to the frequency of high level internal and external contacts and exposure to confidential information. The Executive Admin / Board Liaison must be able to quickly acquire a thorough knowledge of USCJ policies and procedures and understand the mission and vision of the organization as articulated by its ICEO and Board President, as well as its structure regarding both internal staff and its board. The Executive Assistant must also be able to learn about, understand and support USCJ’s work, as communicated by the ICEO and International Board President. This position will also support other c-suite members if needed.
Reports to: The ICEO and International Board President
Duties and Responsibilities:
Provide strategic administrative support to the ICEO to support optimal use of executive time and resources and effective achievement of the ICEO’S executive goals and responsibilities – 70%
Provide expert judgment and knowledge pertaining to the direction and prioritization standards for the screening of the COO’S mail, e-mail, voicemail and appointments.
Ability to make intricate travel arrangements for the ICEO is critical. Managing the ICEO affairs remotely is a large part of this position.
Post and ensure that calendar notifications and all reminders are done in timely manner and that all calendar event communications are understood.
Anticipate the ICEO'S needs and proactively bring together appropriate people and other resources to support the ICEO in addressing issues.
Establish and maintain filing and records management systems.
Receive and initiate extensive, regular outside contacts on behalf of the ICEO with executives and boards members, partners, lay leaders and philanthropists.
Serve as the face of the ICEO to guests in a prompt, courteous, yet firm manner.
Notify appropriate staff of upcoming Board meetings, committee meetings and events and, as directed, will assign staff reports and meeting attendance.
Effectively manage with support staff all board correspondence and communications on behalf of the ICEO and International President
Draft, review and edit reports, papers and correspondence as required and/ perform research and project management as needed.
Assist the ICEO in preparing presentations regarding initiatives, and coordinate the communication of those initiatives internally and externally.
Maintain a high standard of confidentiality.
Must coordinate with other administrative staff to assure tasks are complete
Assist in the management of the daily operations of the office of the ICEO.
Duties and Responsibilities:
Provide administrative support and serve as the primary contact for the Board of Directors and associated committees –30%
Be the liaison for communication between the ICEO and International President with the board of directors, external and internal community stakeholders and partners
Establish an effective working relationship with the International Board President and committee chairs in verbal, written, and electronic correspondence
Monitor Board communications, keep Board calendar and coordinate with assigned staff to prepare and deliver any assignments and board reports
New and current Board Member orientation
Monitor and facilitate any Board special occasions
Monitor board budget and prepare quarterly reports for CFO
Coordinate annual individual Board member meetings with the international President of the board.
Key go to person to execute all board meetings and events, coordinating contractors and vendors as needed
Create all board meeting(s) timeline, prepare and distribute meeting notifications, and agenda materials
Manage all correspondence around meeting execution
Attend all Board and/ or committee working group meetings
Record and circulate all minutes
Administrator the USCJ Board Software system (Board Effect) provide overall orientation and ongoing training for the board members on the software system.
Provide full maintenance of the system ensuring that all data is archived properly in the system and readily available for board members, be the liaison to the system vendor.