Senior Executive Assistant

Job Summary

The Milwaukee Jewish Federation is seeking an experienced Senior Executive Assistant to provide high-level administrative and strategic support to the CEO and Executive Office. This position requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced, mission-driven environment. As a key member of the CEO’s team, the Senior Executive Assistant ensures that the CEO’s time and focus are optimized in service of the organization’s vision, and the Executive Office functions efficiently, collaboratively, and with the highest level of professionalism. The ideal candidate will have exceptional communication skills, the ability to handle sensitive and confidential information with discretion, and a commitment to positively impact the community.

Salary 

Salary is $80,000-$100,000 per year commensurate with experience. 

Key Responsibilities

Executive Support

• Manage the CEO’s complex and frequently changing calendar, ensuring alignment with strategic priorities.
• Anticipate needs and proactively prepare materials, talking points, and logistics for meetings, events, and travel.
• Coordinate internal and external meetings, including with board members, donors, community leaders, and partner agencies.
• Serve as a trusted liaison between the CEO and senior staff, board members, and the broader Jewish and civic communities.

Executive Office Operations

• Support the daily functioning of the Executive Office, ensuring timely follow-up on action items and communications.
• Draft, proofread, and manage correspondence, reports, and presentations with accuracy and sensitivity.
• Assist in planning and organizing key meetings and events, including Leadership Team meetings and retreats and All Staff meetings and staff outings.
• Maintain a high level of discretion and confidentiality in managing sensitive information.
• Manage expense reporting, reimbursements, and basic budget tracking for the CEO and Executive Office.

Board Support

• Serve as the CEO’s administrative liaison to the Board of Directors.
• Provide administrative support to Chair of the Board.
• Assist with planning and organizing Board meetings and retreats, including scheduling and catering.
• Support the preparation and execution of Board and Committee meetings, including compiling and distributing materials, running meeting technology, taking minutes and tracking follow-up.
• Maintain board records and assist with governance and leadership development initiatives in collaboration with senior staff.

Project Coordination

• Assist with special projects, campaigns, and events led by the CEO or Executive Office.
• Help coordinate cross-departmental initiatives, ensuring clear communication and progress tracking.
• Serve as a problem-solver and team player, stepping in where needed to support Federation goals.

Qualifications

• Minimum of seven years of experience supporting executive leadership, preferably in a nonprofit, philanthropic or Jewish communal setting.
• Experience working with board members, lay leaders, and high-level donors preferred.
• Familiarity with and respect for Jewish communal life, culture and calendar.
• Excellent written and verbal communication skills.
• Highly organized with strong attention to detail.
• High level of professionalism, integrity, and discretion.
• Ability to execute projects and research requiring independent judgement and analysis, managing multiple priorities under pressure with grace.
• Effective time management skills and ability to understand and accommodate individual work styles.
• Proficiency with Microsoft Office Suite and virtual collaboration tools (e.g., Zoom, Teams); proficiency with Apple products a plus.
• Familiarity with CRM/donor database platforms preferred.

Hours and Benefits

This is a full-time position, requiring availability during all regular office hours and frequent evening and/or Sunday hours. Regular office hours are Monday – Thursday, 8 am to 5 pm and Friday 8 am to 3 pm. Flexible schedule and/or remote work 1-2 days per week may be an option. This position is eligible for 3 weeks of vacation and 7 personal days annually, in addition to federal and Jewish holidays observed by the Milwaukee Jewish Federation. Other benefits include parking, health insurance, employee assistance program, paid parental leave, health savings and flexible spending accounts, short- and long-term disability, life insurance, and 401K plan.

Work Environment & Physical Demands

This position operates in a professional office environment with pleasant working conditions, good lighting and ventilation and moderate noise level. Must be available to work outside regular office hours, on short notice.

This role uses standard office equipment. There will be frequent computer usage which will require arm and hand dexterity as well as all vision abilities to be successful. This is primarily a sedentary role, however occasional filing and transport of meeting and event materials will be required. This would require the ability to lift and/or move up to 15-20 pounds, usually waist high.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the role.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required to perform the job. Duties, responsibilities and activities may change at any time with or without notice.

About the Organization

Through the development of community-wide financial support, planning and allocations, the mission of the Milwaukee Jewish Federation is to ensure the continuity of the Jewish people, to enhance the quality of Jewish life and to build a strong unified Jewish community in Milwaukee, in Israel and throughout the world. Learn more about the Milwaukee Jewish Federation at htps://www.milwaukeejewish.org/.

Equal Employment Opportunity

The Milwaukee Jewish Federation provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, amnesty or status as a covered veteran in accordance with applicable federal, state and local laws.