Executive Assistant

Title: Executive Assistant

Reports to: Chief Executive Officer

Department: Administration

Status: Full-Time, Exempt

Salary: $80,000 - $90,000

About the PJCC:

For more than 75 years, the Peninsula Jewish Community Center (PJCC) has worked to inspire a sense of community in San Mateo County, with over 37,000 Jewish residents. Situated between San Francisco and Palo Alto, the PJCC is among the 10 largest JCCs in North America. With a 12-acre home in Foster City, the PJCC’s goal is to provide programs and services that reinforce the values and traditions the Jewish community embraces, while serving the broader community as well.

The PJCC’s Mission: We positively impact people’s lives, fostering belonging and meaningful connections with a diverse community, grounded in Jewish values and traditions.

Overview of the Role:

The Executive Assistant provides high-level administrative, operational, and strategic support to the CEO and Executive Leadership Team (ELT). This role is central to ensuring the effectiveness, efficiency, and impact of executive operations, including board relations, organizational communications, scheduling, and project coordination.

The Executive Assistant serves as a key liaison between the CEO, Board of Directors, donors, staff, and community partners, exercising sound judgment, discretion, and initiative. This position requires a highly organized, proactive, and detail-oriented professional who can manage competing priorities and support a wide range of organizational functions.

Essential Duties & Responsibilities:

Responsibilities include, but are not limited to the following:

Executive Support & Administration

·        Manage CEO calendar, scheduling internal and external meetings, donor engagements, and community outreach

·        Serve as gatekeeper for CEO communications, including calls, visitors, and email follow-up

·        Handle delegated tasks to streamline CEO focus on organizational priorities

·        Coordinate logistics, agendas, and follow-up for Executive Leadership Team (ELT) meetings

·        Support COO and CBO administrative needs when needed

Board Relations & Governance

·        Coordinate all Board and Executive Committee meetings, including scheduling, logistics, and materials preparation

·        Prepare, collect, and distribute board meeting materials and communications

·        Take meeting minutes and track follow-up actions

·        Maintain board records including bios, contact information, and onboarding materials

·        Serve as liaison for board communication and information sharing

Scheduling & Organizational Coordination

·        Schedule internal meetings, quarterly board 1:1s, donor cultivation meetings, and trainings

·        Coordinate logistics for staff meetings, town halls, and staff development events

Financial & Administrative Operations

·        Manage monthly credit card reconciliations and expense allocations

·        Process invoices and oversee recurring subscription payments

·        Support reporting and data tracking in collaboration with the Development team

Development & Fundraising Support

·        Work with CDO to coordinate CEO donor portfolio

·        Coordinate donor meetings and maintain donor database information

Projects, Programs & Systems Support

·        Coordinate cross-functional projects, ensuring timelines and deliverables are met

·        Assist with internal communications and organizational initiatives

Learning Management System (LMS)Brainier

·        Primary administrator for LMS system

·        Support CEO in curating, creation and management of content on LMS

·        Support onboarding and customer service for LMS (Brainier) users and partner JCCs

Staff Engagement & Culture

·        Coordinate logistics for staff engagement initiatives, Care Committee and staff events

·        Coordinate staff birthday party monthly celebrations and birthday cards

·        Support internal communications and follow-up on staff programs

Other Responsibilities:

·        Participate in agency-wide events, programs, and meetings

·        Other duties as assigned

·        Work hours may include occasional evenings and weekends, as needed.

Qualifications & Skills

Education/Experience:

·        Bachelor’s degree preferred

·        5+ years of senior-level administrative or executive support experience

·        …