JOB DESCRIPTION
TITLE: Administrative Assistant
DEPARTMENT: COO, Security, and Global and Local Impact & Allocations
FLSA STATUS: Non - Exempt
FUNCTION: The Administrative Assistant is responsible for supporting the COO, Director of Community Security and the Director of Global and Local Impact & Allocations. The Administrative Assistant is a key member of the Federation team and will be heavily relied upon for their administrative skills and expertise.
REPORTS TO: COO; Director, Community Security; and Director, Global and
Local Impact & Allocations
Essential Job Functions:
Interface regularly with law enforcement, volunteers and lay leaders enabling the coordination of schedules & attendance at events, meetings and conferences.
Schedules and organizes all aspects of meetings including agendas, room set-up, catering and minutes.
Produces detailed, thorough reports from the database system(s) on a recurring basis.
Designs and prepares general correspondence, minutes of meetings, memos, charts, tables, graphs, reports, etc. Proofreads copy for spelling, grammar, layout, and make appropriate changes.
Organizes and prioritizes large volumes of information and calls. Heavy calendaring.
Coordinates VIP travel including reservations, ticketing, ground transportation, meeting preparation, expense reports and gift baskets.
Works independently on special nonrecurring and ongoing projects. Acts as project manager for special projects at the request of supervisor(s) that may include planning and coordinating multiple presentations, disseminating information and coordinating mailings.
Maintains and updates P & A agency files utilizing the current database system.
Develop and implement a tracking mechanism for allocation applications and grants, ensuring accuracy and efficiency. Produces detailed, thorough reports related to P&A.
Required to fill in at the front desk as needed.
Ability to multi-task and handle stress.
Performs other duties as assigned.
MINIMUM QUALIFICATIONS
Education: Bachelor’s Degree preferred.
Experience: Five years of demonstrated Administrative experience necessary. Experience with a non-profit organization, in a professional, internship or volunteer capacity preferred.
Other Requirements:
PC literacy with strong competency in all Microsoft Office Suite programs (Word, Excel, PowerPoint) and Outlook.
Excellent communication skills in person, on the phone and in writing.
Knowledge of and ability to use Raisers Edge or any database system is a plus.
Ability to analyze and improve processes and procedures.
Ability to organize, monitor, and track numerous ongoing and one-time activities, events and projects.
Ability to logically solve problems with minimal supervision.
Demonstrates ability to take initiative, work independently and be detail oriented.
Ability to handle confidential information in an appropriate manner.
Ability to work irregular hours, including nights and weekends that involve organizational events and meetings.
Ability to develop and maintain strong relationships with donors, volunteers, and VIP level constituents.
Ability to multi-task and prioritize work between departments is crucial.
Sensitivity to Jewish culture and traditions.
ADDITIONAL JOB INFORMATION
Position Type: This is a full time, non-exempt level position. It qualifies for all benefit packages. For more information, see the Employee Manual.
Working Conditions:
Mental Demands: Ability to communicate effectively (verbal and written); interpret policies, procedures and data; maintain emotional control under stress.
Physical Demands/Environmental Factors: Must be physically able to operate computers and office equipment; occasional bending, reaching, squatting, kneeling, and twisting; constant walking, speaking and listening; frequent sitting and maintaining close visual attention to the computer; occasional lifting up to 50 lbs.