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About the Role
The Assistant to the Executive Vice President serves as a trusted partner, managing administrative and programmatic support for the executive office. This role ensures smooth operations through complex calendar management, communication handling, meeting coordination, travel arrangements, expense tracking, and special project oversight. It requires excellent judgment, discretion, initiative, and the ability to independently assess priorities and drive issues to resolution, often handling sensitive matters.
Responsibilities
- Serve as the primary point of contact for the executive office, providing professional and responsive coverage for calls, email, mail, visitors, and internal requests.
- Manage complex and changing executive calendars; schedule meetings, protect priority time, identify conflicts, and ensure the Executives are prepared for each commitment.
- Triage incoming requests and communications, distinguish urgent matters from routine items, route issues to the appropriate person, and ensure timely follow-up through completion.
- Coordinate communication and logistics among the Executive Vice President, the CEO, the President, the Chief of Staff, senior staff, board members, community leaders, and organizational peers.
- Prepare meeting agendas, briefing materials, presentations, background research, and follow-up items; gather relevant information from departments across the OU.
- Arrange domestic and international travel, including itineraries, transportation, lodging, scheduling, and changes that arise before or during travel.
- Oversee administrative execution of programs, recurring initiatives, and special projects sponsored by the Executive Vice President.
- Maintain key relationships proactively by identifying when meetings, calls, acknowledgments, and follow-ups are needed and ensuring they occur.
- Monitor office spending, maintain accurate receipts and expense records, prepare reimbursements, and complete monthly credit card reconciliations for Finance.
- Handle highly confidential and sensitive information with discretion and share it only with the appropriate audience.
- Maintain organized records, action lists, and reminders; anticipate needs, flag risks, and make sure commitments do not fall through the cracks.
- Partner with the Chief of Staff, Deputy to the Chief of Staff, and other members of the executive office to provide seamless, proactive service across the organization.
Requirements
- Exceptional organization, time management, and ability to manage multiple priorities accurately in a fast-moving environment.
- Demonstrated discretion and sound judgment when handling confidential, sensitive, or high-stakes matters.
- Strong written and verbal communication skills, with the ability to convey information clearly, concisely, and appropriately for the audience.
- A proactive service mindset, strong follow-through, and willingness to take ownership of issues through resolution.
- Ability to anticipate executive needs, manage up effectively, and adjust quickly as schedules and priorities change.
- Excellent interpersonal skills and the ability to build trusted relationships with staff, board members, community leaders, and external partners at all levels.
- Working knowledge of budgeting, expense administration, data management, and recordkeeping.
- Excellent internet research skills and advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
- Ability to use technology and practical process improvements to increase efficiency and solve problems.
- Strong understanding of, or ability to quickly learn, the OU's mission, services, structure, and activities.
- Requires a high level of responsiveness and flexibility, including occasional availability outside of regular business hours for urgent or time-sensitive matters (evenings, weekends, holidays, travel periods).
Skills
- Microsoft Outlook
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- Internet research
Location
- United States
Work Type
- Full-time
Experience Level
- Commensurate with experience
Salary/Compensations
- $60,000 - $70,000
Benefits
- Health, Dental & Vision Insurance through ICHRA with employer contribution
- Annual BeniComp stipend for eligible medical, pharmaceutical, dental, and vision expenses
- Group dental and vision insurance through MetLife
- 10 paid sick days
- 10-15 paid vacation days
- Paid Jewish and Federal holidays
- Short Fridays
- Free life and disability insurance
- Discounted continuing education opportunities
- 403(b) retirement plan with a 5% employer match after 3 years (requires a minimum 2% employee contribution)
About the Company
- The Orthodox Union (OU) is the largest Orthodox Jewish organization in the United States, founded in 1898.
- The OU supports a vast network of synagogues, youth programs, advocacy efforts, services for individuals with disabilities, and international initiatives.
- It also operates the leading kosher certification service, recognized globally by the Ⓤ symbol on numerous kosher food products.