Position Summary:  

Under general supervision, the administrative assistant will provide administrative and secretarial support to the CEO and Federation staff to include but not be limited to overseeing and carrying out all office administrative responsibilities.  Major areas of responsibility include office management and administration, office operations, Board and committee support, campaign, accounting and data entry support as well as donor acknowledgment.

 

Specific Duties and Responsibilities to Include But Not Be Limited To:

• Office Administration

  • Create new where needed, and implement existing administrative processes

  • Maintain office calendars including the scheduling of meetings as needed

  • Greet visitors to the office

  • Collect and sort mail

• Office Operations

  • Serve as administrative assistant to the CEO

  • Provide support to other team members as needed and as schedule allows

  • Prepare meeting agendas and schedule meetings for CEO and team members

  • Maintain office supply inventory and order supplies as needed

  • Maintain all office equipment and manage repairs and replacement as needed

  • Assist with technology maintenance and updates as needed

  • Review, maintain and update email distribution lists as needed

• Board and Committee Support

  • Together with CEO and team members, develop, compile and distribute meeting agenda packets for the Board, Executive Committee, Finance Committee, Governance Committee and other committees as needed

  • Attend meetings as requested by the CEO to be sure meeting logistics are working and to take minutes for meetings if necessary

  • Assist with special projects and events as needed and assigned

• Campaign Support

  • Data entry and information updates and management in Salsa CRM

  • Produce Donor Acknowledgement letters and tax receipts as needed

  • Work with CEO, Director of Development and Marketing Director in preparation of annual campaign plans, campaign packets and mailings and carrying out plans for events

• Accounting Support

  • Together with the Finance & Operations Manager, prepare, schedule and support Salsa & Quick Books reconciliation meetings monthly

  • Assist with other finance and operation duties as requested by Finance & Operations Manager

• Position Requirements:  

  • Physical Requirements: Generally sedentary work exerting up to 10 pounds of force occasionally and or a negligible amount of force frequently or constantly for lifting, carrying, pushing or pulling or to move objects.

• Qualifications:  

  • 2-3 years of successful experience in administrative support and office operations required 

  • High School diploma or equivalent education, associate or bachelor’s degree preferred 

  • Experience in nonprofit organizations is a plus but not required

  • Exceptional organizational, written, and oral communication skills and experience required

  • Strong computer skills a must with proficiency in Microsoft products, PowerPoint and Word required

  • Ability to work independently, make timely decisions, and operate effectively under pressure is important

  • Ability to work effectively with volunteers and collaborate with team members is critical

  • Experience working with donors, the general public and other Jewish and secular agencies is important and critical to success in this position

• Employment Classification & Schedule:  

  • Part-time, non-exempt (Hourly beginning range of $18.00-$20.00/hour, based on qualifications and experience)

  • 30 hours per week, Monday-Friday

  • On-site work required

  • Flexible schedule: Six-hour workday to be determined between 8:30 a.m. & 5:30 p.m.

• Reporting:

  • Reports primarily to Finance & Operations Manager

  • Secondary report to CEO