Organization Summary: 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.Position Summary :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 other professional staff, and excellent customer service is essential.Essential Duties and Responsibilities :
- Provides administrative support for PBC Executive Director and other PBC team members.
- Coordinates the following meetings: volunteer committees, staff trainings, etc. and sends appropriate calendar invitations and materials as part of the scheduling
- Prepares minutes for committee meetings.
- Drafts and sends emails to board/ committee on behalf of ED
- Coordinates necessary administrative tasks for programs/events including event registration, name badge creation, day of event needs, food orders, scheduling, reserving rooms, Obtaining GL codes, booking hotels, requesting IT services, etc.
- Maintains and updates records pertaining to PBC Programs and Initiatives.
- Create expense reports as needed
- Subject Matter Expert on IT systems, including our CRM (Liaison with Finance staff to ensure proper coding for events, programs, etc. in CRM), Concur, and Workzones (for marketing)
- Able to work in a fast paced environment where things can come up suddenly that require immediate attention. Needs to be planful, organized and can multi-task. Attention to detail and accuracy are essential.
- Some after hours meetings and event
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
- 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.
- 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.
Work Environment: Position is eligible to work from home occasionally in accordance with Federation policies. When working from home, employee must:•Follow all Federation policies and procedures,•Be available to other employees during Federation's normal business hours,•Not work from a public place (e.g., coffee shop, library, etc.) and/or join a public, unsecure wi-fi network when working with sensitive or confidential information,•Coordinate with IT department to maintain appropriate computer equipment and connectivity.Pay Rate:In addition to benefits, the hourly rate for this role ranges between $24 and $26 per hour. We benchmark our salary ranges for new hires in relation to the role, level, and role location; however, we consider a multitude of factors, to include relevant experience, skills, and education/training, to determine compensation within the identified range.The Jewish Federation of Palm Beach County is an Equal Opportunity Employer. The duties and responsibilities described are not a comprehensive list and additional tasks may be assigned to the employee from time to time at the Federation's discretion. Employment is at-will, and this job description is not an employment contract, and nothing herein shall be deemed to create in any way whatsoever an employment contract.