Location and Job Title:

Executive Operations Administrator
Shalom Orlando Inc
851 N Maitland Ave.
Maitland, FL 32751

Principal Responsibilities:

Summary

The Executive Operations Administrator is a high-trust, highly organized administrative and operational partner who supports the CEO and works closely with the COO to keep executive priorities, meetings, communications, projects, and follow-through moving efficiently. This role combines executive administrative support, operational coordination, project tracking, communication management, and confidential information handling in a fast-paced leadership environment.

Overview of the Role

This position serves as a central coordination point for the Executive Office. The Executive Operations Administrator protects executive time, prepares leaders for meetings and decisions, organizes information, tracks action items, and supports operational execution across departments. The ideal candidate is proactive, discreet, detail-oriented, technologically capable, and comfortable managing multiple priorities with limited direction.

Minimum Qualifications:

Core Responsibilities

• Manage and prioritize the CEO's calendar, meetings, appointments, and daily schedule to ensure time is aligned with organizational priorities.
• Coordinate leadership meetings, including agendas, briefing materials, presentations, logistics, meeting notes, decisions, action items, and follow-up.
• Support the COO with operational coordination, project tracking, deadlines, deliverables, and cross-department communication.
• Serve as a liaison between the CEO, COO, leadership team, staff, board members, vendors, and external partners, ensuring communication is timely, clear, and professional.
• Prepare, edit, format, and organize executive correspondence, reports, presentations, internal communications, spreadsheets, and other business documents.
• Track key initiatives, commitments, deadlines, and next steps to ensure accountability and consistent follow-through across stakeholders.
• Maintain organized digital files, records, databases, CRM information, and internal systems so information is accurate, accessible, and secure.
• Coordinate travel, meeting logistics, event support, board preparation, and other administrative needs for executive and organizational activities.
• Assist with expense reports, budget tracking, invoice routing, purchasing, and other administrative processes as needed.
• Handle confidential and sensitive information with the highest level of discretion, sound judgment, and professionalism.
• Identify process gaps, recommend improvements, and help create structure in a fast-moving operational environment.
• Support special projects and additional executive office priorities as assigned.

Required Skills

• Three or more years of experience in executive administration, operations administration, executive assistant support, project coordination, or a similar role.
• Familiarity with AI tools and technologies
• Strong calendar management, scheduling, meeting coordination, and executive support skills.
• Excellent written and verbal communication skills, with the ability to draft clear, polished, and professional business materials.
• High attention to detail, accuracy, organization, and follow-through.
• Ability to manage competing priorities, anticipate needs, solve problems, and work independently with minimal supervision.
• Strong technology proficiency, including Microsoft Office, Google Workspace, spreadsheets, CRM systems, digital filing systems, collaboration tools, and presentation software.
• Ability to handle confidential information with discretion, integrity, and good judgment.
• Professional presence and ability to build effective working relationships with executives, staff, board members, vendors, and external partners.
• Comfort working in a fast-paced, evolving environment where priorities may shift quickly.
• Bachelor's degree in business administration, Management, Communications, or a related field preferred; equivalent experience may be considered.

Work Schedule / Location

This is an onsite position. The Executive Operations Administrator is expected to work from the organization's office during regular business hours, with flexibility required based on executive schedules, meetings, events, and organizational priorities.

Salary Range: $55,000 - $60,000

Salary:

$60000

Agency Information:

The JCC is an equal opportunity employer to all qualified persons without regard to race, creed, color, sex, age, national origin, ancestry, physical or mental handicap, or veteran status.

Since 1973, The Roth Family Jewish Community Center of Greater Orlando in Maitland has been the center of Jewish life in Central Florida and home to award-winning preschool, after school, summer camp, fitness, sports, arts and community programs.