Federation has an opening for a part-time administrative assistant providing support in dual areas of the External Affairs Department: 1) Overseas Missions programs responsible for planning incoming and outgoing missions and family travel; and 2) Community-wide security.
Essential Functions of the Administrative Assistant:
MISSIONS TRAVEL: *
- Prepare and follow up on travel related forms for JFC and JFNA.
- Prepare all Federation forms and applications necessary for missions and VIP travel.
- Maintain resource list of all international guides.
- Maintain list of Israel hotels and restaurants.
- Maintain outgoing site file and resource file.
- Distribute and collect applications and waiver forms for outgoing missions. Subsequently, prepare and maintain charts and lists relating to participations.
- Prepare pre-trip materials and packets for missions travel.
- Code mission participants and family travelers to Israel and St. Petersburg.
- Maintain OCC engagement chart for missions and travel.
- Engage with synagogues and day schools to solicit information on missions travel, preparations, meetings, requirements, etc.
COMMUNITY-WIDE SECURITY:*
- Scheduling and meeting logistics.
- Prepare documents, presentation and event security materials
- Prepare expense reports and invoice requests
- Other administrative duties as requested
*percentages are fluid and may vary from week to week
Qualifications:
KNOWLEDGE, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS:
- Demonstrated proficiency with multiple with Microsoft Office applications, and internet use.
- Ability to organize work, engage in a variety of tasks simultaneously and consistently meet deadlines.
- High attention to detail, follow-up, self-motivated, proactive and solution focused.
- Strong communication skills: written, oral, and in customer service.
- Ability to express self effectively and concisely, both orally and in writing.
- Ability to tactfully and effectively deal with public and staff in a personable and professional manner.
- Ability to easily shift between multiple projects and support two very distinct and visible programs.
- Maintain a high level of energy and a consistent positive attitude.
PREFERRED EXPERIENCE:
- Associate’s Degree
- Knowledge of Hebrew and Israel a plus
Position offers competitive salary, benefits, and a great work environment.
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