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Senior Administrative Assistant

2 months ago

Cincinnati, United States The Jewish Federation of Cincinnati Full time
SENIOR ADMINISTRATIVE ASSISTANT

WHO ARE WE?

JFC connects our community, solves big problems, and stewards community resources. We welcome all cultural backgrounds and faiths including those of every socioeconomic status, race, gender, national background, sexual orientation, gender identity, and physical, mental, and developmental ability. Grounded in Jewish values, together with you, our volunteers, and partner organizations, we support the vulnerable, nurture connections with Israel and Jewish communities globally, and protect and energize Jewish life. We feed the hungry, comfort the sick, care for elderly, and educate our youth. We are your community's organization problem-solvers and opportunity-makers, committed to ensuring the strength and quality of Jewish life for our children and our children's children.

POSITION SUMMARY:

This is a full-time, in-office Senior Administrative Assistant position, which supports the overall Operations, Fundraising and Development, Community Building, and JCRC departments of the Jewish Federation of Cincinnati. This position reports to the Chief Operating Officer. This position supports various departmental database needs including Executive and the Jewish Community Relations Council department. This position will also prepare reports, statistical determinations, receiving visitors, arranging conference calls, scheduling executive meetings, handling information requests and performing clerical functions such as preparing correspondence, meeting and retreat coordination and preparation, handling expense reimbursements and bills/invoices, and project management.

ESSENTIAL FUNCTIONS:

Project Management:
  • Provide support, coordination, execution and completion of specific projects. May manage the project or event budgets. Manage the day-to-day operational aspects of a project and scope.
  • Answer phone calls and direct calls to appropriate parties or take messages, as appropriate
  • Serve as primary administrative support for Chief Operations Officer and JCR
  • Assist in managing information of hundreds of donors and volunteers, while working as part of a team and interacting with the entire staff of the Jewish Federation
  • Heavy usage with using Blackbaud Database (Compass)
  • Maintain accurate records and responsible for inputting data into unique Jewish Federation database (Blackbaud)
  • Responsible for preparing monthly expenses reports and managing on-line credit card expense for multiple departments and executives
  • Responsible for preparing for meetings including agendas, minutes and other material development, preparation, compilation, copying and distribution, as well as room, food and beverage orders and set up.
  • Responsible for assisting with a variety of department meetings as required including scheduling of meeting rooms, set-up, agendas, minutes, attendance, refreshments and food, and other related tasks
  • Scheduling meetings with volunteers and professionals
  • Assist in scheduling staff events, meetings, retreats as needed including day of logistics and organizing
  • Sort, track, and mail out flyers to donors.
  • Troubleshoot, maintain, and arrange for service of copiers, and other office equipment
  • Sort mail daily
  • Responsible for various correspondence and formatting reports
  • File and retrieve corporate documents, records and reports
  • Open, sort and distribute incoming correspondence, including faxes and email.
  • Make travel arrangements for executives.
  • Meeting preparation (assist in the development, preparation, compilation, copying and distribution of meeting materials), as well as room, food and beverage orders and set up.
  • Coordination and ownership of all logistics and needs for all retreats and organizational meetings
  • Coordination/ordering and logistics of meeting lunches.
  • Type reports, memos, letters and other materials and documents using Word, PowerPoint and Excel relevant computer software
  • Greet visitors and determine whether they should be given access to specific individuals.
  • Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.
  • Open, sort and distribute incoming correspondence, including faxes and email
  • Project management and other duties as assigned.
POSITION QUALIFICATIONS:
  • Experienced administrator with strong office and project management skills
  • Strong computer skills which include Microsoft Office (Word, Access, Excel, PowerPoint, and Outlook)
  • Strong oral and written communication skills
  • Strong writing, editing, and organizational skills
  • Experience using databases or CRMs is preferred
  • Pleasant disposition
  • Critical thinking is essential
  • Confidentiality is essential
  • Ability to take initiative and ownership of assigned projects and duties
  • Ability to multitask effectively, prioritize project responsibilities, and meet deadlines
  • Consistent attention to detail and strong organizational skills
  • Outstanding customer service and communication skills
  • Experience organizing and supporting events, including but not limited to handling of all logistics
  • Experience working with databases and budget reports
  • This job requires professionalism, a team player, a positive attitude and a proven ability to work with passion, excitement, and enthusiasm. A willingness to occasionally work overtime and help facilitate some evening meetings
  • Background in project management preferred

$25.64 - $27.18 per hour based on experience. Please note, the JFC operates on a 37.5-hour workweek, totaling 1,950 hours annually.

This position description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel in the above position.

Pay Range: $25.64 - $27.18 per hour