Administrative Assistant, Donor Relations

Job Summary:

The role of the Administrative Assistant is vital for the overall success and efficient functioning of the Donor Relations department and Federation. The administrative professional plays a crucial role in providing operational support to the SDR, as well as other leaders and staff within the department. Their responsibilities are essential in ensuring the department's efficiency by facilitating effective communication, providing comprehensive organizational support, and assisting with various tasks. The Administrative Assistant has a vital role in upholding the department's dedication to customer service excellence. They regularly engage with a diverse range of stakeholders, including Federation staff, lay and professional leaders, volunteers, donors, and vendors.

Essential Duties & Responsibilities:

• Process CRM transactions including inputting, querying, generating reports and exporting constituent data in CRM database.
• Understand, interpret, and draw inferences from transaction data in reports and the CRM system.
• Review, refine and verify information on constituent lists including checking data accuracy, removing duplicate records, validating contact information, and updating constituent preferences (e.g., nicknames, alternate addresses, do not mail)
• Work with print publications, printing companies and other vendors to obtain quotes, reserve space, schedule projects, and manage proof approval process for advertising placements, printing production, and other specialty projects.
• Manage general office administration including filing, scheduling in-person and virtual meetings, managing calendars.
• Assist with drafting, formatting, editing, proofreading various documents, such as reports, presentations, and spreadsheets.
• Assist with reaching up and follow up with internal stakeholders to gather information for various stewardship and projects.
• Complete routine administrative duties such as filing, photocopying, scanning, responding, inbound mail sorting and distribution, scheduling meetings and appointments, maintaining physical and electronic files.
• Other duties as assigned.

Required Knowledge, Skills, and Abilities:

• Associate or bachelor’s degree and 2 years related administrative experience.
• Ability to manage multiple tasks, meet deadlines and work in a fast-paced environment.
• Excellent customer service skills
• Excellent written and verbal communication skills.
• Excellent organizational skills and meticulous attention to detail are critical to this role.
• Excellent Excel skills including sorting substantial amounts of data, removing duplicates, basic formulas.
• Proficient in MS Office (Outlook, Word, Excel, PowerPoint).
• Proficient in collaborating with customer relationship management (CRM) databases.
• Ability to manage sensitive information with discretion and maintain confidentiality when dealing with documents, conversations, and situations.
• Ability to manage multiple tasks, meet deadlines and work in a matrixed, challenging environment.
• Must be able to lift and carry at least 25 lbs.

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:

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.