Director of Administration

DescriptionThe 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 ResponsibilitiesExecutive Support Serve as the CEO's primary point of contact, managing all scheduling, appointments, obligations, andtravel 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 reportingrequirements. 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’smission 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 tocompile 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 arelated 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, includinggovernance, committee management, and complex event planning. Strong written and verbal communication skills, with an eye for detail andthe ability to tailor messaging for diverse audiences. Excellent organizational and project management abilities, with a proventrack record of managing multiple projects and priorities in a fast-pacedenvironment. 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.