Executive Assistant Job at Union for Reform Judaism in New York

Executive Assistant

Location: Remote (in-person in NYC office, 2-3 days/week preferred)

Organization: Union for Reform Judaism

Employment Type: Full Time, Benefits Eligible, Exempt

Department: URJ Admin

Reporting to: Executive Vice President

Start Date: As soon as possible

Salary Range: $60,000 - $65,000 plus competitive benefits package

Level/Salary Grade: Subject Matter Expert (Intermediate) / B

The Role

The Union for Reform Judaism (URJ) seeks an Executive Assistant to provide high-level administrative support to the President and Executive Vice President (EVP) so they can lead internal and external stakeholders toward the fulfillment of the URJ's mission and goals. This role is essential in ensuring that the leadership team operates efficiently and effectively, contributing to the organization’s mission and goals.

What You Will Do

The Executive Assistant reports to the Executive Vice President and is responsible for the following:

• Administrative Support & Coordination: Provide comprehensive administrative and organizational support for high-level executive projects, ensuring timely execution and alignment with organizational priorities. Act as the “gatekeeper” for direct access to the President and Executive Vice President by strategically managing their calendars and schedules. Prioritize conflicting needs, addressing urgent matters swiftly, often under deadline pressures.

• Communication & Planning: Manage sensitive matters with a high level of discretion and confidentiality. Anticipate needs and prepare the President and EVP for internal and external meetings. Draft, review, and respond to correspondence and inquiries on behalf of the President and EVP, ensuring clarity, professionalism, and alignment with the organization’s tone and values. Assist in managing and preparing meeting presentations.

• Meeting and Travel Coordination: Schedule meetings and appointments with internal and external stakeholders. Coordinate logistics including travel, accommodations, itineraries, etc. in compliance with organization policies. Assist with the preparation of agendas, materials, and minutes to stay on track to meet goals, keeping relevant parties informed.

• Information & Project Management: Maintain and organize confidential files, documents, and records to ensure easy access and compliance with data privacy standards. Assist in tracking progress on key initiatives and projects, providing updates and reports, as necessary.

• Organizational Liaison: Serve as a representative of the Executive Office fostering positive relationships with stakeholders. Act as the administrative liaison between the President, Executive Vice President, and other departments, facilitating effective communication and collaboration while maintaining credibility, trust, and support with senior management. Stay informed about organizational initiatives, policies, and changes to effectively communicate relevant information to stakeholders.

Who You Are & Keys to Success (the must-haves):

To be successful in this job, you excel in the following areas:

Proactive: Think ahead to anticipate needs. Take initiative to drive results, prevent problems, and strengthen relationships with stakeholders.

Administrative Support & Meeting Coordination: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management and communication tools. Experience in planning and coordinating meetings and events, including travel, logistics, and materials preparation.

Communication: Strong verbal and written communication abilities to draft correspondence and interact with various stakeholders professionally. Ability to build relationships and foster trust and credibility with senior management and team members, while maintaining open, honest, and respectful communication.

Organizational Skills: Consistent ability to manage multiple tasks, prioritize responsibilities, and maintain an organized workspace. High level of accuracy and attention to detail in managing documents, scheduling, and project tracking. Strong skills in managing schedules and deadlines, ensuring efficient use of time for executives. Flexibility to adjust to changing priorities and work effectively under pressure.

Organizational Dynamics: Understanding of the unique challenges and dynamics within non-profit or faith-based organizations to effectively navigate internal processes. Commitment to maintaining confidentiality and exercising discretion when handling sensitive information. Ability to think critically and develop solutions to challenges that arise in a fast-paced environment.

Collaboration & Connection: Thrives on creating and sustaining a climate of inclusion, trust, and productivity. Holds oneself and others accountable for delivering on commitments on time and within budget. Initiates respectful dialogue to resolve issues when expectations are not met. Educates oneself on the URJ’s work beyond one's immediate area and considers how individual contributions can align with and strengthen the broader mission.

Self-Management: Capable of scoping projects, identifying purpose, outcomes, roles, and processes related to shared goals. Follows through on tasks within agreed timelines and proactively communicates any potential delays. Utilizes effective time management tools to set and meet deadlines, seeking help and support as needed.

REDI Experience (Racial Equity, Diversity, & Inclusion): Demonstrated experience or willingness to prioritize URJ’s REDI priorities. This includes actively seeking out voices from diverse backgrounds to inform decisions and strategies, prioritizing outreach to multi-racial and marginalized communities, and planning and budgeting through a REDI lens using URJ resources.

Additional Requirements

• 3+ years of experience providing senior administrative support in a professional or executive setting, preferably in a nonprofit or organizational context.
• Experience working with senior leadership and understanding the dynamics of executive-level support in a complex, mission-driven environment.
• Proficiency in Office Software: Strong working knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, travel planning and expense management software, and other related tools.
• Ability to travel occasionally for meetings or events as needed.

About Us

​​Every team member at the Union for Reform Judaism (URJ) plays an essential role in our mission to create a whole, just, and compassionate world. Our team is creative, thoughtful, and innovative. Each member of the team is empowered to make meaningful contributions to achieving our shared goals. Our diverse team is made up of individuals with different skills and backgrounds and every team member is willing to take risks as well as take action to develop and create big ideas for the future of the Reform Movement. While this position focuses on a particular area of work, every team member is a vital part of our overall success.

​The Union for Reform Judaism (URJ) provides vision and voice to build strong communities that, together, transform the way people connect to Judaism and change the world. We acknowledge that due to racism, ableism, homophobia, and other forms of oppression, that our communities are not whole until everyone experiences a sense of belonging within the Jewish community. As the largest Jewish movement in North America, we stand for a Judaism that is inclusive and reflective of a wide range of identities and accept the responsibility of dismantling oppression both inside and outside of our communities. Through camping, youth experiences, programs, information sharing, and networking opportunities, our over 850 congregations and 14 residential camps create opportunities for our communities to enhance their capacity to build and expand community, engage in meaningful and authentic Jewish life, deepen Jewish learning, energize worship, pursue social justice, and develop inspired leadership. Together, our employees and stakeholders, are creating Reform Judaism of today.​

Application Process

Apply online and include a one-page cover letter along with your resume, outlining your skills and experience and how you meet the essential functions and qualifications of the position. We look forward to hearing from you!  

The URJ strives to be a welcoming and inclusive environment that acknowledges diversity as a critical strength. We promote strenuous policies and practices of equal opportunity and diversity, equity, and inclusion. It is our objective to recruit, hire, and retain the most qualified individuals including those of any race, color, religion, gender, sexual orientation or identity, national origin, age, disability, veteran status, or any other characteristic or status protected by applicable federal, state, or local law. Our equal employment philosophy applies to all aspects of employment, including recruitment, compensation, benefits, training, promotions, transfers, job benefits, and terminations. The URJ encourages applications from women, people of color, persons with disabilities, individuals who identify as LGBTQIA+, and other often underrepresented groups.