What are the responsibilities and job description for the Administrative Associate position at The Jewish Federation Los Angeles?

Job Description

Position : Administrative Associate

Non-Exempt / Full-Time

Department : Creative Services

Union, Grade 10

Salary : $53,229 to $68,498

Summary Description of Position

This position is responsible for providing accurate, timely and effective administrative support to ensure Creative Services department goals and deadlines are met. Reporting to SVP : Digital Media Solutions, this position also supports the Chief Creative Officer, and offers comprehensive receptionist back up function for the Federation’s main phone number. The Administrative Associate is responsible for organizing and coordinating systems and processes that support the Creative Services team in their production and delivery of marketing assets. This role will interface with the Creative Services team as well as stakeholders across other departments within the company to keep projects moving, information flowing, and projects on track. This is a great role for a motivated individual who wants to work with a fast-moving Creative team in the non-profit space who has experience in maintaining schedules, organizing details and processing expenses and enjoys providing caring, thoughtful and prompt phone-based customer service of information and referral to community stakeholders who call the Federation’s main phone number.

Principal Duties

Creative Services :

Create expense reports from monthly AMX statements that are sent to accounting for processing
Submit check requests to various vendors for print, signage, direct mail, etc.
Manage and submit contract requests
Coordinate all office supply requests and ensure supply room is organized
Schedule meetings on behalf of Chief Creative Officer and department meetings
Keep track of finance requests and make sure forms are being signed / submitted / approved.
Order / reorder JFED swag.
Help organize digital files, photos, graphics.
Organize banners and signage, make sure signage is returned after events.
Organize swag, case for giving, other materials.

Main Line Phone Coverage :

Provide back-up phone coverage of the main telephone number of the Federation during normal business hours under the guidance of Human Resources.

Be familiar with Federation’s departments and primary initiatives, and forward internal calls to appropriate departments in accordance with the established phone tree protocol.

Provide assistance to callers seeking community resources by forwarding to appropriate departments.

Act as steward to callers, ensuring calls are transferred correctly, or taking messages to search for more information so that caller is responded to appropriately.

Verify correct settings for the phone auto-attendant outside normal business hours and for holidays.

Additional Duties

Be available to supervisor for additional assignments, as required, including assisting with the Campaign.

Education & Experience Required For Position

Business degree or four years of high-level administrative experience in a high volume environment.

Strong planning and organizational skills; responsiveness, accuracy, attention to detail and ability to multitask required.

Ability to follow detailed instructions, to exercise judgment and to assume responsibility for multiple projects; good administrative skills.

Strong background with automated systems and standard software with ability to quickly learn software systems.

Microsoft Office required. (Word / Excel / Outlook)

Excellent communication and people skills.

Appropriate education and related experience strongly desired.

A hybrid work model will be implemented for certain positions. This position must report to worksite on non-remote workdays, as determined by the Federation.

All staff and building occupants must be fully vaccinated and proof of vaccination status will be required. Please disclose if accommodation to the Federation’s vaccination policy is sought for medical reasons or sincerely held religious beliefs.

Salary : $53,229 - $68,498

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