Job Description
Office Manager and Executive Assistant Location Newton Center, MA :
Organization Overview and Mission Statement: The Ruderman Family Foundation believes that inclusion and understanding of all people is essential to a fair and flourishing community. Guided by our Jewish values, we support effective programs, innovative partnerships and a dynamic approach to philanthropy in our core areas of interest: advocating for and advancing awareness and reducing the stigma associated with mental health among young adults; fostering a more nuanced understanding of the American Jewish community among Israeli leaders; and modeling the practice of strategic philanthropy worldwide. The Foundation provides funding, leadership, expertise, and insight in both the U.S. and Israel. The work of the Ruderman Family Foundation reflects our core values of social justice, innovation, collaboration, and agility. We seek to publicize broadly what we do in our programs and how we do it, in order to inspire full inclusion and to encourage strategic philanthropy. The Foundation is deeply involved in advocacy and speaks out publicly against injustices, which is why we are cited and mentioned in nation-wide media outlets on a weekly basis. Furthermore, our Ruderman White Papers are on the forefront of bringing previously undiscussed issues to the national conversation and to the public consciousness. The Foundation maintains close working relationships with its program partners and grantees. Unlike some other foundations, it does not accept unsolicited applications for support. The Foundation issues an invitation to partner only after a thorough analysis indicates shared vision, innovation, organizational strength and a willingness to closely collaborate. It seeks out other major funders with which to partner and promotes broad information sharing about successes in its mission. Foundation staff are very involved in program development and remain very involved in major programs funded over multiple years. Single-year and pilot programs are also thoroughly monitored. ROLE AND RESPONSIBILITIES The Ruderman Family Foundation seeks a mature, professional Office Manager and Executive Assistant to support the leadership team of the Foundation. The Executive Assistant and Office Manager main duties include scheduling meetings, making travel arrangements and organizing daily calendars. To be successful in this role, you should be proactive, meet deadlines and communicate effectively. Our ideal candidate should be able to anticipate and address the needs of senior management and perform administrative tasks to ensure their days run smoothly and efficiently. EXECUTIVE AND OFFICE MANAGER Executive Assistant - Manage and maintain incredibly detailed, ever-changing calendars including scheduling appointments, conference calls, and events.
- Coordinate business and personal travel itineraries, flights, hotel accommodations, rental cars and other travel needs.
- Draft and edit correspondence, communications, presentations and other documents on behalf of management.
- Serve as a liaison with internal staff at all levels. Interact with external partners as well as RFF leadership.
- Prepare agendas for meetings, briefing materials and presentations as needed.
- Provide administrative support to management in order to increase availability for other executive level responsibilities.
- Manage phone calls and emails.
- Errands: Tasks range from merchandise returns, and package pickups to fetching specialized items in the Greater Boston area.
- Home Maintenance: Source contractors, get estimates, and oversee various projects - big and small.
- Occasional shopping, paying careful attention to quality and brand preferences.
- Custom Organization: varies from small filing projects to computer clean-up projects.
- Represents the organization at professional conferences, association meetings, community meetings, and related events where appropriate
- Draft progress reports, research briefs and coordinate the collection of program related materials
Office Manager - Facilitate internal communication (e.g. distribute information and schedule presentations).
- Office management, program support and general needs.
- Overseeing and responsible for in person meeting days for foundations staff each week
- Trainings and retreat development and organization.
- Respond promptly to managers' queries.
- Manage and maintain an incredibly detailed, ever-changing personal calendar including scheduling personal appointments.
- Provide assistance and support on various projects.
- Oversees coordination of programs and grants to insure appropriate and relevant content, as well as proper planning, execution and evaluation
- Handle inventory and supplies
- Event Planning: Help secure venue selection, catering, production, entertainment, gifts, transportation, and lodging. Including staff events and external events
- Coordinate catering and staff meals
- Provides direct and indirect communication and outreach to and requests and coordinates feedback from key service populations
- Pick up and review mail every week, distribute accordingly
QUALIFICATIONS AND EDUCATION REQUIREMENTS - Bachelor's degree required.
- 5+ years supporting C-Level executives.
- Computer literacy and proficiency in Microsoft Office.
- Strong communication skills (via phone, email and in-person).
- Experience exercising discretion and confidentiality with sensitive company information.
- Attention to detail is a must.
- Strong organizational skills.
- Experience with international travel arrangements and logistics management is highly desired.
- High level of professionalism and a strong ability to relate to people of all business levels.
- Effective interpersonal communication style particularly with Board members, executives and senior level staff.
- Ability to work in a fast-paced environment and adapt quickly to changing needs and priorities; proven ability to prioritize and manage multiple tasks simultaneously with little direction.
- Strong problem-solving skills.
- Sensitivity toward cultural diversity and an ability to work across various regions of the world.
- Ability to work in a family, small office environment.
- In charge of making sure the office is in good condition. Clean and organized.
- Welcoming visitors when that becomes appropriate.
- In charge of getting mail. Sending out regular mail or packages when need be.
PERSONAL TRAITS - Mature and Honest
- Calm under pressure
- Highly organized, neat and orderly
- Able to communicate openly in a respectful manner with all levels of the Foundation
- Takes a commonsense approach
- Able to switch gears to deal with higher priority items moment to moment. Ability to multi-task effectively
- Friendly but firm when need be
- Patient
BENEFITS Benefits include Employer Subsidized Healthcare, HSA plan, and Dental plan; Short- and Long-Term Disability Insurance, 403(b) Retirement Plan with Employer Match; Paid Time Off including most Jewish Holidays in addition to Federal Holidays; Professional Development Opportunities. Job Title: Executive Assistant and Office Manager Job Category: Administrative Location: Remote w/ in person Newton weekly meetings Travel Required: <5% Level/Salary Range: Commensurate with Experience Position Type: Full-Time Organization Contact: Hanna Shaul Bar Nissim Date posted: June 22, 2025 Flexible work from home options available.
Job Tags
Holiday work, Full time, Temporary work, For contractors, Remote job, Work from home, Worldwide, Flexible hours,