About Jewish Federations of Canada-United Israel Appeal (JFC-UIA):

Jewish Federations of Canada-United Israel Appeal (JFC-UIA) strengthens the Jewish communities of Canada and the engagement of our Canadian Jewish federations and communities with Israel and overseas communities, particularly through opportunities for connection and increased philanthropy.

About the Opportunity

JFC-UIA is seeking to hire an Executive Assistant to provide high-level administrative support to the President & CEO, Senior Director of Finance, and the broader operation of our Canadian head office. A key aspect of your role is to create time and space for the President and CEO by ensuring an efficiently operating office and helping to prioritize issues, and demands. The Executive Assistant also plays a major role in producing materials required for meetings, governance, and various initiatives.

Responsibilities include, but are not limited to:

• Strategically manages the President and CEO's and Senior Director of Finance's calendars, understanding the priorities, dealing with emerging priorities, and juggling schedules as needed,
• Act as a point of contact between the CEO and internal/external stakeholders
• Responsible for elements of the Annual General Meeting and Annual Filings, collaboratively with the Senior Director of Finance.
• Demonstrates the highest degree of confidentiality and discretion when addressing sensitive issues
• Excellent computer skills and working knowledge of all MS Office programs (Outlook, Word, Excel and PowerPoint, Teams, SharePoint)

• Schedules multiple meetings with internal, lay, and external participants including the Board of Directors, Federation CEOs, and colleagues in Israel
• Prepares all meeting materials, takes minutes, determines action items, and tracks follow-ups for meetings, including the board of directors, audit committee, investment and compliance committee, past chair meetings, and AGM. Manages and tracks meeting attendance.
• Update and maintain contacts in Outlook for the CEO and monitor all emails
• Manages incoming calls, emails, and other correspondence on behalf of the CEO
• Performs general office duties such as filing, photocopying, and sending out various materials to Board and Committee members including newsletters
• Manages the website
• Processes donation tribute cards as required
• Manages Zoom accounts
• Orders all office supplies
• Manages correspondence and flags important emails, deletes or redirects emails to appropriate staff, answers simple correspondence and monitors general inbox
• Responsible for sending out obituary notices to internal and external stakeholders within defined parameters

Qualifications

• Proven and successful experience as an executive assistant or in a comparable role

• Advanced technical skills to support the use of Outlook, Microsoft Office Suite and the ability to quickly learn new software programs and interface with technology
• Experience with managing a website helpful
• Superior writing skills

• Experience working in an office environment with knowledge of administrative procedures

• Excellent organizational and time management skills – ability to work independently to meet timelines and priorities
• Strong interpersonal and customer service skills – ability to work with a diverse group of professionals, donors, and volunteers
• Excellent written and verbal communication skills

• Ability to handle multiple tasks, simultaneously, and prioritize effectively
• High emotional intelligence

• Strong analytical capability with excellent attention to detail; strategic thinker
• Enthusiasm, creativity, innovation and the ability to thrive in a fast-paced environment
• Passion for the organization's mission

This is a full-time permanent position. At JFC-UIA we support a flexible work schedule, within parameters, and all of our employees engage in hybrid work. Reflective of the flexibility afforded, there is also an expectation of availability at pressing times, outside of regular hours, based on demands. Engagement and connection are key to supporting the best employee experience and we want to ensure that this puts balance and well-being at the forefront of our approach. In addition to a generous vacation policy, JFC-UIA's offices are closed on all Jewish holy days (yom tovim) and we support early office closures, to observe the Jewish Sabbath (Shabbat).

We look forward to connecting with you to understanding what you can bring to the JFC-UIA team and how we can support your career goals. Qualified applicants are invited to submit a cover letter and resume by July 5, 2024, to [email protected]. Only those applicants invited for interview will be contacted. Availability sought for early August.

Commitment to Inclusion and Accessibility:

JFC-UIA is proud of our dynamic professional team.. We are committed to creating an inclusive and accessible workplace, and believe this is essential to ensure that every member of our team can thrive. We adhere to barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please notify us and we will work with you to meet your needs.