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Planning Assistant, Jewish Life

2 months ago

New York, United States UJA Full time

The Jewish Life Department is responsible for UJA-Federation of New York's strategic planning and allocations in Jewish education, identity and community development. With a diverse portfolio of initiatives and partnerships, the department seeks to inspire Jewish life in New York, Israel and around the globe. The Jewish Life Department represents the commitment of more than 100 volunteer leaders working alongside a team of dedicated professionals. We are presently looking to engage a Planning Assistant to join our group.

Position Summary:
The Planning Assistant has the primary responsibility of supporting the administrative needs of the Jewish Life Department and its seven committees and Cabinet. This includes managing all administrative tasks associated with committee and Cabinet meetings (gathering materials, making room reservations, sending out reminder notices, tracking attendance, notetaking, etc.), as well as other department events including department gatherings and community convenings. Additionally, the Planning Assistant will provide direct administrative support to the Planning Director, Deputy Director and planners, as needed. Additionally, as a team member, the Planning Assistant us expected to share and contribute to team meetings and discussions around Jewish life issues.

Major Responsibilities:

  • Manage the Jewish Life department calendar, including coordinating committee meetings and other department events, ordering catering and AV as needed and preparing materials.
  • Provide assistance with logistics for departmental conferences, events, symposiums, etc.
  • Track attendance throughout the year for committee, Cabinet, and department meetings.
  • Manage information systems including membership lists, files, and our internal fundraising system, FR 101.
  • Order and track supplies for staff and process invoices and check requests through our internal system, Coupa.
  • Be present and take minutes at Cabinet meetings and other department meetings, as needed.
  • Communicate with lay leadership; personalized notes for RSVPs, thank-yous, and life-cycle notes, etc.
  • Special projects, including direct support to department leaders, as needed.
Skills/Competencies:
  • Bachelor's degree and some prior work experience.
  • Computer proficiency in MS Word, Outlook, Excel and Power Point.
  • Superior attention to detail and ability to juggle multiple tasks.
  • Strong problem-solving skills and the ability to shift priorities when needed in a fast-paced environment.
  • Excellent organizational, administrative, written and verbal communication skills.
  • Flexibility, positive attitude, and sense of humor.
  • Openness to constructive feedback and commitment to self-improvement.
  • Excels at building relationships.
  • Ability to work both independently and as part of a team.
  • Ability to learn new technology systems.
  • Highly organized, efficient, and able to create and maintain systems that facilitate departmental management.


Salary Information:

The salary range for this role is $45,000.