Job Description

Administrative Assistant

Jewish Federation of Palm Beach County is a 501(c)3 nonprofit organization dedicated to transforming, inspiring and saving lives in the Palm Beaches and 70 countries around the world. Each year, Jewish Federation inspires thousands of community members to contribute, volunteer and participate in programs that generate more than $30 million to leading a powerful impact in the community.

The Administrative Assistant is responsible for office administration while working within the mission, vision, and core values of the organization. The Administrative Assistant will have close interaction with volunteers and donors, and excellent customer service is essential.

Essential Duties and Responsibilities:

• Provides administrative support for Operations Director and Vice President, MJCF.
• Coordinates the following meetings: Meyer Jewish Community Foundation Board, volunteer committees, staff trainings, etc.
• Prepares minutes for MJCF Board meetings.
• Maintains and updates records pertaining to planned gifts for LOJE/ACE, Bequests, Trusts, Life Insurance policies, Donor Advised Funds (DAFs).
• Follows up with professional advisors/family members to ensure all documentation is received and accounted for.
• Coordinates acknowledgements of new gifts including letters, phone calls from leadership, etc.
• Maintains record keeping and inputs information in existing computer programs and files.
• Works with marketing department to update content quarterly for Donor sphere.
• Works with marketing to coordinate announcements of planned gifts; printed materials; integration with annual campaign; integration in overall Federation message.
• Coordinates with Stelter Company on projects such as quarterly newsletter and website.
• Drafts Fund Agreements, Addendums, and serve as liaison to MJCF donors where appropriate.
• Manages the marketing of the MJCF including the ability to make decisions that best reflect MJCF.
• Provides Administrative Approval of Grants on a weekly basis and serves as back up for Grant Administrator.
• Implements Donor Recognition & Stewardship Program for Foundation Donors.
• Maintains Life & Legacy spreadsheet for 9 partner organizations which requires complex tables, calculations and updates on a regular basis.
• Prepares quarterly reports as required by the Grinspoon Foundation.
• Other duties as assigned.

Shared office duties:

• Providing backup support for general office duties, including but not limited to:
• Opening and distributing mail
• Answering phones
• Ordering supplies
• Providing administrative support for events
• Assisting in other departments, as needed.
• Other duties as assigned.

Qualifications and Success Factors:

• High School diploma required preference for associate degree or greater in in one of the following areas: Fundraising, Non-profit Management, Business Administration, or similar.
• Five or more years administrative experience with executive support or fundraising events or equivalent combination of education, experience and skills required.
• Excellent customer service skills and professionalism required.
• Excellent written and verbal communication skills required.
• Excellent organizational skills with high attention to detail and ability to multi-task, prioritize and manage multiple projects.
• Strong interpersonal skills and ability to work independently and cooperatively within a team.
• Strong work ethic and a purpose-driving commitment to the mission of Federation.
• Strong knowledge of basic office computing, including MS Office (Outlook, Word, Excel, PowerPoint, Teams), Zoom and basic database skills required.
• Experience scheduling meeting and managing multiple calendars.
• Experience with donor relation systems preferred.
• Ability to work in a fast-paced environment, meet deadlines, prioritize tasks, multi-task, respond to urgent matters, and pay attention to detail.
• Ability to take and adapt to constructive feedback.
• Must be able to handle confidential data with sensitivity and discretion.
• Must be able to pass Level 1 background check.
• Must maintain valid Florida driver's license.
• Must be able to work off-shift hours including nights and weekends, as needed.
• Must be able to work a minimum of three (3) events annually.

Pay Rate:

In addition to the benefits outlined above, the hourly pay for this role begins at $27.00 per hour. Federation benchmarks compensation for new hires based on the role, level, and geographic location. Final compensation is determined by a variety of factors, including relevant experience, skills, and education or training.

Jewish Federation of Palm Beach County is an Equal Opportunity Employer.

Job Tags

Similar Jobs