JOB DESCRIPTION

TITLE: Administrative Assistant

DEPARTMENT: COO, Security and Global and Local Impact and Allocations

FLSA STATUS: Non - Exempt

FUNCTION:

This Administrative Assistant position is responsible for providing administrative support to their assigned supervisor(s). In addition to typing, filing, scheduling, the administrative assistant performs duties such as coordination of meetings and events, obtaining supplies, coordinating direct mailings and working on special projects. Answers non-routine correspondence and assembles highly confidential and sensitive donor information. Deals with a diverse group of important lay leaders and visitors as well as staff at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload.

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.3

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.

Must be able 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.

Discretion handling and communicating sensitive information.

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.

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.