Administrative & Executive Assistant

About JLF

The Jewish Liberation Fund (JLF) mobilizes resources to sustain and grow the progressive Jewish movement for justice and liberation. The Jewish Liberation Fund is a fiscally sponsored project of Proteus Fund.

JLF’s organizational culture is characterized by a relationship-first orientation: building trust both within and outside of the organization in order to support and facilitate taking risks with our grantmaking, exploring new and innovative approaches to sustaining our movement, and building an organization that reflects the joyful, equitable, and liberatory world our movement is working to build.

SUMMARY

The Administrative & Executive Assistant provides high-level administrative, operational, and project management support to the Executive Director and broader staff team. This role is responsible for supporting the Executive Director in inbox and communication support, scheduling, data management, project support, and prioritization. The ideal candidate is proactive, highly organized, and skilled at “managing up” to ensure priorities remain on track.

ESSENTIAL FUNCTIONS

Inbox, Scheduling, & Communication Support

  • Oversee Executive Director’s inbox, including email triaging and prioritization.

  • Create systems for response prioritization and follow-up tracking.

  • Draft and ghost-write emails for review and approval.

  • Manage the Executive Director’s calendar, including scheduling work blocks and prioritizing commitments to donors and partners.

  • Schedule meetings as needed with donors, grantee partners, and stakeholders

  • Support other JLF staff in coordinating complex group meetings such as grant review processes, donor cohorts, steering committee gatherings, and community grantmaking team meetings.

  • Set up, host, and manage Zoom meetings as needed.

Prioritization & Project Support

  • Track deadlines, project milestones, and action items across teams.

  • Ensure timely follow-through on tasks.

  • Keep track of deliverables and deadlines for Executive Director, including coordination with other staff.

Data Input & Administrative Management

  • Upload donor meeting notes and other relevant donor and partner information into the organizational database.

  • Support staff with expense and reimbursement submission processes.

  • Assist with gift management, such as uploading checks into our database, and related documentation.

  • Take notes in meetings on an occasional basis.

  • Input key tasks that come out of team meetings into Notion.

  • Organize digital files in alignment with the organization’s records retention policies.

  • Prepare and post public announcements for hiring processes or grant opportunities.

  • Generating occasional call lists for all staff.

Steering Committee and Community Grantmaking Team Support

  • Schedule meetings and coordinate logistics between staff, steering committee, and community grantmaking team.

  • Manage follow-ups and track action items.

  • Take minutes and distribute materials and documentation to committee members.

COMPETENCIES

The ideal candidate will have the following competencies:

  • Commitment to mission and values of a progressive Jewish social justice organization.

  • Deep understanding of anti-oppression principles and practices, particularly racial, economic, and gender justice and liberation approaches.

  • Both/and thinking: the ability to maintain a collaborative mindset, acknowledge and respect seemingly contradictory perspectives, and approach complex problems with curiosity and creativity.

  • Sharp attention to detail and organization.

  • Strong ability to “manage up” and support leaders with prioritization.

  • Excellent written and verbal communication skills.

  • Proficiency with digital tools (G-Suite, calendar systems, Notion, Salesforce or another similar database, Zoom).

  • Comfort and skill with respectful, direct communication (radical candor).

  • Ability to know and communicate your own boundaries.

  • Comfort with taking accountability for dropped balls/mistakes and identifying strategies for moving forward.

  • Ability to multitask and manage competing deadlines for yourself and others.

EDUCATION AND EXPERIENCE

  • 3-5 years of experience in a similar role or role with similar responsibilities

  • Life experience within the impacted communities and with the issues that many of our grantees are working to address is an asset, including but not limited to: racism, racial justice, and BIJOC (Black, Indigenous, and/or other Jew of Color) communities; Sephardi and/or Mizrahi Jewish communities; economic justice, poverty, and class; and experiences of systemic and structural marginalization within and beyond the US Jewish community.

  • Research has demonstrated that people who hold structurally marginalized identities (cisgender women, trans & nonbinary people, People of Color, etc.) are less likely to apply for jobs unless the meet more than 80% of the listed skills, competencies, and experiences

SUPERVISORY RESPONSIBILITY 

  • No supervisory responsibility

PHYSICAL WORK ENVIRONMENT 

  • This position works indoors and routinely uses standard office equipment such as computers and phones.

PHYSICAL REQUIREMENTS

  • This position is largely sedentary, with prolonged periods of sitting at a desk and working on a computer; however, some movement may be required depending on the specific job duties. This position requires the ability to: operate a computer daily, as well as other home- or in-office devices such as a copier or printer as needed; communicate effectively with coworkers and external parties, including - for example - via email, phone, and/or video conferencing; and, occasionally, lift up to 25 lbs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

POSITION TYPE & EXPECTED WORK HOURS 

  • This is a part time non-exempt role of approximately 20 hours a week, with the possibility of increasing to full time (32 hours a week) as budget allows. 

  • JLF operates on a standard 4-day work week, Monday through Thursday. 

  • Exact hours will be determined in collaboration between employee and Executive Director, but can reasonably be expected to include at least 3 days per week of overlap with East Coast morning hours between 8am - 12pm ET. 

  • Employee may be asked to provide occasional staff support to JLF steering committee and community grantmaking team meetings, which sometimes take place on Sundays or weekday evenings

TRAVEL 

  • Periodic travel may be required for fundraising or organizational events, scheduled in consultation with employee.

OTHER DUTIES 

  • Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

COMPENSATION

This is a part time hourly, non-exempt, role with an hourly rate of $27-30/hour commensurate with experience. Proteus provides employees working 20hrs or more a week with a generous benefits package, including: health and dental insurance, life insurance, FSA, retirement contributions, personal renewal funds, PTO (vacation, sick, and personal time), paid family leave, and other benefits. 

To Apply

For immediate consideration, please provide a thoughtful cover letter and resume  to: jobs@jewishliberation.fund by January 30.  

Frequently cited statistics show that women and structurally marginalized and/or underrepresented groups apply to jobs only if they meet 100% of the qualifications. The Jewish Liberation Fund encourages you to break that statistic and to apply. No one ever meets 100% of the qualifications. We look forward to your application.

JLF is a fiscally sponsored project of Proteus Fund. Proteus Fund is an equal opportunity employer. We value a diverse workforce and an inclusive culture. Proteus encourages applications from all qualified individuals without regard to race, color, religion, gender, sexual orientation, gender identity or expression, age, national origin, citizenship, disability, or veteran status.

EQUITY AT PROTEUS 

Proteus Fund believes that one of the greatest strengths of an organization is the rich diversity of its staff and board and is committed to providing equal employment and promotional opportunities based upon individual capabilities and qualifications without regard to race, color, religion, gender identity or expression, pregnancy, sexual orientation/affectional preference, age, national origin, ethnicity, marital status, citizenship, disability, veteran status or any other protected characteristic as established under the law. Proteus Fund’s policies and practices are to reflect Proteus Fund’s commitment to nondiscrimination in all areas of employment.

ACCESSIBILITY 

Proteus Fund is committed to the full inclusion of all qualified individuals. As part of this commitment, Proteus will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Human Resources at jobs@proteusfund.org. Additionally, throughout this document, use of the pronoun “they” is intended to be inclusive of humans who identify as non-binary as well as those of gender expansive identities and experiences