Help Wanted: Jewish Federation Administrative Assistant

(Check here for a list of other Federation jobs at this time)

POSITION SUMMARY

Under minimal supervision, provides administrative support to assigned executive staff in the Development and Human Resources Development Departments.

This position reports to the Senior Director of Donor Advised and Special Purpose Funds and provides support to the Vice President of the Mandel Leadership Excellence Center.

ESSENTIAL JOB FUNCTIONS

1. Provides the highest level of administrative support for assigned staff by prioritizing assignments, multi- tasking, and handling a high volume of work, ensuring quality is not compromised.

2. Conducts queries for a variety of reports utilizing BBEC merge functions and Excel to create mailing lists, merge letters, and other reports as necessary, including monthly birthday card mailings by the Office of the

Executive.

3. Provides administrative support to the HRD Staff in support of the Presidential Appointment process, JFC Board of Trustee nominating process, and Presidential Awards.

4. Ensures database records are maintained properly and conducts record clean-up regularly, sending updates to DSOC as necessary

5. Enters event registration for specified special events.

6. Assists with contact note entry and other related activities.

7. Prepares correspondence, reports and documents as needed, ensuring that documents requiring signatures are turned around in a timely fashion including and particularly acknowledgment and notification letters, Donor Impact Reports for Federation’s Donor Relations and Stewardship Program, and prepares letters for the JFC Board of Trustee Chair for members rotating on and off Standing and Non-Standing Committees.

8. Provides Administrative support for Federation’s Donor Recognition Program

9. Performs required activities associated with Federation Trust and CGA donors/funders.

 

10. Interacts professionally on a regular basis with staff, donors, lay leaders and the general public.

11. Coordinates meetings logistics: managing scheduling, communicating, room location, layout and catering needs, meeting materials, and follow-up systems

12. Answers telephones, takes messages, refers callers to appropriate staff and/or answers their questions (i.e. event information, phone numbers, addresses), to include the Office of the Executive.

13. Prepares expense accounts and check requests to ensure that executives are reimbursed promptly. Additional Duties/Responsibilities

1. Entry of data and event registration

2. Provides back up support to the Director of Community Wide Security

3. Pull together data, data manipulation (converting data) such as age categories, gender, religious levels

4. Supports preparation for presidential appointments, awards, nominations

5. Pull info from BBEC for donor profiles

REQUIRED QUALIFICATIONS

Knowledge, Skills, Abilities and Personal Characteristics

1. Experience with Microsoft Office applications, and with intranet and internet usage.

2. Ability to develop promotional materials and write business correspondence.

3. Ability to organize work, engage in a variety of tasks simultaneously and consistently meet deadlines.

4. High attention to detail, follow-up, self-motivated, proactive and solution focused.

5. Well-developed customer services skills.

6. Ability to express self effectively and concisely, both orally and in writing.

7. Ability to tactfully and effectively deal with public and staff in a personable and professional manner.

8. Maintains a high level of energy and a consistent positive attitude

Education, Training and/or Experience

1. High school diploma or GED.

2. At least 5 years administrative assistant experience with bookkeeping aptitude.

PREFERRED QUALIFICATIONS

1. Associate’s Degree

2. Previous administrative and bookkeeping experience

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