Executive Assistant to the President & CEO
Position Title: Executive Assistant to the President & CEO
Inspired by Jewish values and ideals, MAZON is a national advocacy organization working to end hunger among people of all faiths and backgrounds in the United States and Israel.
For more than 30 years, MAZON has been committed to ensuring that vulnerable people have access to the resources they need to be able to put food on the table. MAZON is a leading voice in Washington D.C. on anti-hunger issues, especially those that involve populations or problems that have been previously overlooked or ignored.
MAZON educates and raises the consciousness of the Jewish community regarding its obligation to alleviate hunger and its causes. MAZON’s work is informed by its longstanding relationships with food banks, food pantries and food policy organizations, and the impact of its efforts is realized through its work with over 1,000 synagogue partners in the United States.
Provides administrative and substantive support for the President & CEO of this national nonprofit anti-hunger advocacy organization.
The President & CEO of MAZON is responsible for working with the Board of Directors to establish a vision for the organization and oversees the implementation of that vision. She oversees the work of every department in both the headquarters in Los Angeles and in the Washington, D.C. office of MAZON. She serves as the public face of the organization and has a significant role in framing the organization’s issue priorities, its messaging and its fundraising.
The Executive Assistant is tasked with supporting each and every aspect of this work, and the position requires someone who is both a globalist in their thinking and has a strong attention to detail. MAZON is seeking an individual that can work consistently well and effectively in managing the diversity of priorities that form the core of the work of the President & CEO. They will anticipate needs, problem solve and respond in a timely manner to work priorities.
Duties & Responsibilities:
• Completes a broad variety of administrative tasks for the President & CEO including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides the "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
• Communicates directly, and on behalf of the President and CEO, with Board members, donors, Foundation staff, and others, on matters related to CEO's programmatic initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the President's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated.
• Manages a variety of special projects for the President, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead MAZON.
• Prioritizes conflicting needs; handles matters expeditiously and proactively, and follows-through on projects to successful completion, often with deadline pressures.
Board Support and Liaison:
• Serves as the President's administrative liaison to MAZON’s Board of Directors.
• Assists board members with travel arrangements, lodging, and meal planning as needed.
• Maintains discretion and confidentiality in relationships with all board members.
• Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
• Attends Board meetings as requested, takes minutes during those meetings and drafts minutes for review and approval by President & CEO and the Chair of the Board.
Meetings & Outreach:
• Assists in coordinating the agenda of senior management team meetings and off-sites, and all-staff meetings.
• Ensures that the President's bio is kept updated and responds to requests for materials regarding the President and the organization in general.
• Edits and completes first drafts for written communications to external stake holders.
• Works with the Outreach and Development teams in coordinating the President's outreach activities.
• Follows up on contacts made by the President and supports the cultivation of ongoing relationships.
• Other Duties as Assigned.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Knowledge of Judaism and the Jewish community preferred.
• Experience working in the nonprofit sector.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
• Expert-level written and verbal communication skills.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Emotional maturity.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Forward-looking thinker, who actively seeks opportunities and proposes solutions.
Education and Experience Requirements:
• Bachelor's degree required.
• Strong work tenure: 3 to 7 years of experience supporting C-Level Executives, preferably in a non-profit organization.
• Experience and interest in internal and external communications, partnership development, and fundraising.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
How to apply:
Please send a cover letter and resume to firstname.lastname@example.org. No phone calls, please.
MAZON: A Jewish Response to Hunger is an Equal Opportunity Employer.