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Administrative Assistant

4 months ago

Albany, United States Daughters of Sarah Community for Seniors Full time

**Want to be a part of the important and exciting work we do at the Daughters of Sarah Jewish Foundation?**

We are seeking a highly driven Administrative Assistant to handle a diverse range of administrative tasks crucial to the smooth operation of our foundation office. The Administrative Assistant plays a key role in all our fundraising activities, from donor relations to direct mailings and special events. They also contribute to our communication efforts, which are aimed at attracting and retaining staff and enhancing the Daughters of Sarah Community for Seniors' visibility.

**JOB FUNCTIONS**:
**PROCEDURES AND DOCUMENTATION**
- Prepares correspondence, reports, records, and other material, including independently composing letters, planning meetings and logístical requirements, and other related activities.
- Maintain and update office procedures and policies

**FINANCIAL**
- Submits expenses and reconciles departmental charges; maintains files, records, board minutes, and other material related to the functioning of the Foundation office.
- Runs monthly financial reports for giving.

**GENERAL ADMINISTRATIVE**
- Orders organizational marketing supplies - business cards, posters, etc.
- Handle shipping and mailing via Post office, Fed Ex, UPS.
- Oversee basic website updates, mailing lists, donations, and Foundation info/contact forms.

**FUNDRAISING DATABASE**
- Maintain the donor database, entering, processing, and updating donor and donation information; conduct donor/ gift research, enter interaction reports, pull exports, and maintain donor data hygiene; Regularly create and mail acknowledgment letters and pledge reminders.
- Conduct activities maintaining data integrity, ie obituary research, updating bad addresses, etc.
- Provide database support and troubleshoot problems.

**FUNDRAISING EVENTS**
- Accurately record and track all event sponsorships, ticket sales, registration, and logistics.
- Arrange logistics under the direction of the Director.

**FUNDRAISING COMMUNICATIONS**
- For direct marketing and fundraising programs, engage in vendor communication, coordination of mailings, ensure accurate list pulls and list clean-up, and invoice fulfillment.
- Carries out various foundation duties such as specific research projects, special or routine mailings, compiling reports and records, etc.

**OTHER DUTIES**

**ASSIST THE GIFT SHOP**
- Order, price, and maintain inventory as directed.
- Support advertising, marketing, and signage, as well as special projects, hours, etc.

**Core Competencies**:

- Impeccable attention to detail and ability to execute
- Excellent interpersonal, verbal, and written communication skills
- Strong customer service orientation and attention to detail
- Proven ability to work collaboratively and effectively with team members at all levels
- Ability to work independently, perform well under pressure, balance multiple tasks/requests, and exhibit sound judgment
- Flexible, takes initiative, anticipates needs, and adapts to situations as they arise; ability to adapt to changes and shifting priorities; excellent problem-solving skills and resourcefulness; ability to follow through and close loops.
- Demonstrates curiosity and asks thoughtful questions about refining existing processes and systems.
- Understanding and commitment to project management skills:

- Address important questions at the beginning of the project
- Sketch out a scope and goals for the project
- Communicate roles, expectations, and objectives to the team
- Monitor progress and identify roadblocks
- Make sure all deliverables have been met and finalize the project
- Demonstrate a strong ability to identify and solve problems quickly and appropriately message all shifts.

**Skills and Experience**
- Associate or bachelor's degree (highly preferred)
- 5 years of relevant experience working in marketing, communications, or a comparable business environment required; 2-3 years of experience in project management or development operations.
- Working knowledge of administrative activities

Pay: $15.51 - $22.49 per hour

Expected hours: 37.5 per week

**Benefits**:

- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Referral program
- Retirement plan
- Tuition reimbursement
- Vision insurance

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

**Experience**:

- Administrative: 5 years (required)

Work Location: In person