Job Description

Summary:

Under the direction of the President & CEO, the Temporary Executive Administrative Assistant – Compliance Support provides high-level, confidential executive administrative support during an organizational transition. This role is intended to help ensure that compliance matters continue to be organized, tracked, scheduled, documented, and addressed during the transition period.

The position will assist the Executive team with administrative tasks related to compliance matters, including meeting coordination, document organization, deadline tracking, communication follow-up, and preparation of routine administrative materials. While reporting to the President & CEO, the position will receive functional direction from the appropriate Finance, Institutional Giving, Human Resources, Legal, and executive process owners for each matter. The person in this role will also work closely with various departmental staff members, most notably staff from the Legal, Finance, and Institutional Giving teams to track progress on compliance related matters. The role requires strong attention to detail, discretion, reliability, the ability to manage multiple time-sensitive administrative tasks in a fast-paced nonprofit environment, and excellent communication and collaboration skills.

Requirements

Essential Duties and Responsibilities include the following:

Other duties may be assigned

• Coordinate compliance-related meetings, appointments, and internal check-ins, including scheduling, logistics, agendas, minutes, and follow-up items, under the functional direction of the appropriate Finance, Grants Management, Human Resources, Legal, or executive process owner.
• Communicate with staff, departments, outside partners, and service providers to gather information, confirm deadlines, and support completion of compliance-related administrative tasks, while promptly referring questions requiring interpretation, judgment, approval, certification, or legal advice to the responsible process owner.
• Maintain complete, accurate, and organized compliance files, records, trackers, and related administrative systems, including digital folders, logs, and shared workspaces, in accordance with established procedures, access controls, records-retention standards, and review protocols.
• Prepare, organize, and update correspondence, reports, summaries, checklists, and other documents related to compliance administration, clearly identifying drafts and routing materials for appropriate departmental review and approval before external distribution or formal submission.
• Maintain a current status record of outstanding compliance-related work, including the responsible process owner, next step, deadline, review or approval status, and escalation history.
• Support an orderly transition of outstanding work by maintaining clear handoff notes, organized source materials, current trackers, and a documented list of pending decisions, approvals, deadlines, and follow-up items.
• Monitor and accurately track compliance-related communications, requests, reminders, deliverables, approvals, and deadlines; follow established escalation requirements; and promptly elevate missed, unclear, conflicting, or at-risk items to the responsible process owner and the CEO/President, as appropriate.
• Perform other clerical and administrative work as required, including filing, copying, scanning, data entry, mailings, and coordination of materials related to compliance matters, consistent with assigned authority and established procedures.

The 5 most important skill sets for this position will be:

1. Strong Communication and Follow-Through - Able to communicate clearly and professionally with staff and partners, ask clarifying questions, and follow up to ensure administrative tasks are completed.
2. Detail-Oriented Organization - Comfortable maintaining accurate records, managing deadlines, trackers, files, approvals, and multiple moving pieces with accuracy and consistency, and escalating at-risk items promptly.
3. Office and Systems Fluency - Strong proficiency with Microsoft Office programs, especially Outlook, Word, Excel, Power Automate, Lists, and Planner, and comfort learning shared drives, trackers, databases, and other administrative systems.
4. Discretion and Confidentiality - Able to handle sensitive organizational, personnel, contract, funding, and compliance-related information with care and sound judgment, while following access controls, review protocols, records-retention standards, and limits on assigned authority.
5. Mission Alignment - Interest in supporting Bet Tzedek’s mission, vision, values, and commitment to serving communities with professionalism and care.

Education and/or Experience

• Detail-oriented individual with at least 2 years of prior administrative, executive assistant, project coordination, compliance administration, legal support, or nonprofit office experience. Experience supporting deadline-driven work, maintaining organized records, and coordinating across departments is strongly preferred.
• This is a temporary opportunity for someone who brings strong administrative skills, sound judgment, and a commitment to helping internal compliance work remain organized, timely, and on track during a transition period.

Please send a letter of interest and resume to resume@bettzedek.org, with the subject line “Temporary Executive Administrative Assistant – Compliance Support.”

Salary

$85,000-$93,000