Organization

Headquartered in the Bay Area with a presence in Los Angeles, New York and North Carolina, Club Z is a small and steadily growing non-profit that connects teens to Israel, Jewish history, and each other. Grounded in dynamic educational curricula, Club Z engages students around their Jewish identity, develops their leadership skills, and creates a powerful network of proactive, passionate, effective advocates.

This is a full time on-site role (non-remote) in the Bay Area, San Francisco. This role will start out as a try-buy for 90-120 days, upon completion, a successful candidate will be converted to a full-time employee of Club Z with the offer to partake in company benefits and holiday package.

A successful Executive Administrative Assistant in this role is a quick thinker, has great attention to detail, can manage multiple projects and can pivot quickly when priorities change, and being “at the ready” to accommodate a variety of tasks throughout the day. The perfect fit for this opportunity is someone who is a team player and wants to advance the Club Z mission by proactively providing administrative support to the Executive Director and Deputy Director. The successful candidate will grow in his/her role with the organization taking on additional responsibilities as they pertain to the daily running of Club Z.

Essential Functions

  • Executive Director Support:
    • Manages the emails and calendar of our Executive Director including making sure she attends all scheduled events, on time, and is prepared with all the necessary research and documentation (where applicable)
    • Schedule appointments, including confirmation emails and calendar management
    • Transcribe and send emails and letters dictated by the Executive Director
    • Prepare all necessary information for meetings (emails, portfolios, contracts, billing information, directions, etc.
  • Stakeholder Management:
    • Maintains stakeholder records including: managing and updating contact information into a database, generating reports, creating appropriate reports and lists to support team needs
    • Assists in sending correspondence to stakeholders as needed
  • Assists with daily office operations management including
    • Runs all errands
    • Reads/listens to and either responds to or reroutes incoming mail/voicemails/emails
    • Orders supplies and supply inventory maintenance as needed
    • Manage and coordinate travel arrangements and itineraries
    • Take on multiple special projects as assigned and manage them to completion
  • Meetings and Events:
    • Helps with program logistics
    • Designs invitations and flyers for events
    • Assists team members in preparation of materials for all meetings and events
    • Attends and staffs various local and regional/national events and the annual conference “Zionism: A Love Affair”
    • Sends out mass communications about events on behalf of organization
  • Other duties as assigned

Education and Experience Requirements

  • 3-5+ years’ of experience in a fast-paced office-setting in a position that required a similar skillset to an Executive Assistant
  • Excellent computer related skills such as ability to work with with Microsoft Office applications including Word, Excel and PowerPoint as well as G-Suite including Google Docs, Google Sheets and Google Slides along with the ability to learn other relevant software systems and databases as needed
  • Bachelor’s Degree required (or equivalent work experience)

Requirements and Skills

  • Passionate Zionist
  • Excellent organizational skills, Detail orientated, highly organized, resourceful, and communicative
  • Ability to quickly learn new tools and technologies
  • Exceptional time-management and organizational skills, ability to prioritize tasks in a constantly changing environment, and capability to follow through on tasks under deadline pressure
  • Excellent interpersonal abilities
  • Enthusiastic self-starter with a can-do attitude.
  • Ability to maintain confidentiality
  • Skilled in verbal and written communications with internal and external partners
  • Ability to set priorities and maintain composure under stress. Ability to work with little direction, meet deadlines, prioritize, and be an independent thinker
  • Demonstrates cultural and linguistic competence
  • S/he must be willing to work the occasional event that could occur during evenings and weekends such as the annual conference and other similar off-hours events

To apply, please send your resume and cover letter to jobs@clubz.org

This role is being offered on a try-buy basis (90-120 days) with an opportunity to convert to a full time position at which time company benefits such as medical, 401K and others will also be provided.