Director of Administration bei Valley of the Sun Jewish Community Center

Description

The   Director of Administration serves as a central leader of office operational excellence, reporting to the CEO and working closely with the COO and senior leadership to ensure consistent delivery of   best-in-class service to the staff, members and agency board. The Director of   Administration shall be responsible for safeguarding sensitive information   and maintaining confidentiality for the organization. The DOA shall be a liaison between the CEO and the Board, proactively   facilitating strategic planning and creating supportive documents as needed.   The DOA shall be a consummate team player with excellent communication   skills, inspiring others to uphold a positive work environment.

Key Responsibilities:

Executive Support

· Serve as the CEO's primary point of contact, managing all scheduling, appointments, obligations, and

travel arrangements.

· Proactively anticipate needs and prioritize tasks for the CEO & COO, ensuring optimal time management.

· Prepare briefing materials, talking points, and research for meetings, speaking engagements, and other high-level functions.

· Draft, edit, and proofread executive correspondence, memos, and reports, maintaining an elevated standard of professionalism and clarity.

Board of Directors & Governance Support

· Act as a liaison between the CEO and the Board of Directors, fostering clear and consistent communication.

· Manage board member orientation, training, and onboarding to support seamless integration of new members.

· Maintain and distribute regular board communication updates (weekly/bi-weekly), including news, strategic updates, and critical organization matters.

· Organize and facilitate board meetings and retreats, including scheduling, agenda creation, document preparation, and follow-up action tracking.

· Serve as the official Board Secretary, preparing accurate minutes and maintaining records for compliance and archival purposes.

· Support board committees, including Governance, Nominating, and other ad-hoc committees, by coordinating meetings, tracking agendas, and facilitating necessary follow-up.

Management Team & Departmental Support

· Provide cross-functional administrative support to the Management Team, enabling effective collaboration across departments.

· Coordinate key initiatives that involve multiple departments, ensuring consistent communication and aligned objectives.

· Compile and analyze data across JCC programs and operations to support strategic decision-making and reporting.

· Organize regular management team meetings, including agenda setting, material preparation, and coordination of follow-up actions.

Operations & Process Improvement

· Develop and refine administrative processes, streamlining workflows for optimal efficiency and effectiveness. 

 · Oversee the organization’s travel and expense policies, ensuring   compliance with budgeting and reporting

requirements.

· Act as the first point of contact for administrative matters, fielding inquiries and requests and routing them appropriately within the organization.

· Identify and implement technological solutions for board and executive reporting, meeting coordination, and file management,   optimizing for ease of access and security.

Event   Planning & Coordination

· Lead planning and execution of Board Retreats, and other major events, including logistics, budgeting, vendor coordination, and event promotion.

· Collaborate with internal departments to facilitate program-specific events, ensuring alignment with the JCC’s

mission and member engagement goals.

· Manage on-site and off-site event logistics, such as catering, AV setup, accommodations, and travel arrangements.

Reporting   & Presentation Preparation

· Design and prepare high-level presentations,  reports, and dashboards for the CEO and board, ensuring   accuracy, visual appeal, and strategic insights.

· Gather, analyze, and present data on program metrics, member feedback, and financial performance to support executive   decision-making.

· Coordinate the development of the JCC’s annual report and other key  publications, working with relevant teams to

compile content, metrics, and achievements.

Compliance   & Policy Management

· Oversee compliance tracking and policy documentation, ensuring adherence to organizational, legal, and ethical standards.

· Maintain organized records of board and executive policies, governance documents, and financial compliance for reference and audit purposes.

· Collaborate with HR to ensure proper documentation, confidentiality, and adherence to organizational policies across all administrative processes.

Requirements

· Bachelor’s degree in Business Administration, Nonprofit Management,   or a

related field. 

 · 5+ years of experience in administrative or executive support roles, ideally within a nonprofit,   educational, or community-focused organization.

 · Proven experience supporting board and executive functions, including

 governance, committee  management, and complex event planning.

 · Strong written and verbal communication skills, with an eye for   detail and

 the ability  to tailor messaging for diverse audiences.

 · Excellent organizational and project management abilities, with a proven

 track  record of managing multiple projects and priorities in a fast-paced

 environment.

 · Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)

 and   familiarity with board management software, project management tools,

 and other relevant applications.

 Preferred   Skills:

· Familiarity with nonprofit governance and board protocols.

· Experience in managing confidential information with discretion and professionalism.

· Demonstrated ability to coordinate high-profile events and lead multi- departmental projects.

Strong analytical and reporting skills, with the ability to synthesize data into actionable insights.