Planning Assistant, Community Mobilizers

Position Summary

The Community Mobilizers team collaborates with communities in Westchester, Long Island, Queens, and Brooklyn to address local needs and inspire community volunteerism across UJA’s catchment area. By catalyzing action among community members and organizational leaders, the Mobilizers tackle critical challenges and foster opportunities within local Jewish communities and beyond.

The Program Assistant plays a vital role in supporting the administrative and logistical needs of the Community Mobilizers (CM) team. This includes supporting the Executive Director and providing administrative support to the individual members of each team, as well as owning the logistical implementation of individual programs. This role also includes administrative support for the Combating Antisemitism team. The Program Assistant must be proactive, task- and detail-oriented, able to self-manage significant responsibility, and multi-task in a fast-paced and dynamic work environment.

Major Responsibilities

• Administrative Support:
  • Manage the daily calendar and scheduling for the Executive Director.
  • Coordinate advisory meetings, prepare agendas, take minutes, and handle follow-ups for the Community Mobilizers
  • Schedule group meetings with multiple internal and external stakeholders
  • Handle general administrative tasks, including copying, processing invoices, filing expense reports, and maintaining departmental files and systems.
• Logistics and Event Coordination:
  • Support the planning and execution of team meetings, programs, and convenings, including scheduling, food orders, Zoom management, and on-site logistics.
  • Assist with set-up, clean-up, and overall event logistics for community initiatives.
  • Provide logistical support for training programs and community-wide events such as rallies, days of service, volunteer mobilizations, and holiday celebrations.
• Data and Information Management:
  • Maintain and organize team information systems, including committee membership lists and regional contact lists.
  • Track and update program-related information across multiple databases.
• Project Support:
  • Assist team members in implementing projects, including initiatives such as:
    • Community Days of Service: Help coordinate large-scale volunteer events, such as 9/11 and MLK Day of Service.
    • Combating Loneliness Campaign: Provide logistical support for programs addressing isolation and loneliness in Long Island, Westchester, and Queens.
    • Interfaith Initiatives: Support efforts Bridgebuilding convenings, dialogue groups and interfaith trips.
    • Rapid Response Efforts: Aid in mobilizing responses to community needs, such as rallies, Israel support or anti-hate initiatives.
• Administrative Support for Combating Antisemitism Team:
  • Assist with scheduling, event coordination, and administrative tasks related to the Combating Antisemitism team’s initiatives and programs.
• Travel and On-Site Support:
  • Occasionally travel to UJA’s regional offices (Long Island, Westchester, Brooklyn) or other event locations to provide on-site support, including supporting evening regional advisory meetings

Qualifications and Competencies

• Organizational Excellence: Highly organized and efficient, with the ability to manage multiple tasks and create systems that enhance team operations.
• Attention to Detail: Superior attention to detail and the ability to juggle competing priorities in a dynamic environment.
• Strong Problem-Solving Skills: Proactive and resourceful in addressing logistical and administrative challenges.
• Adaptability: Flexibility to adjust priorities and work occasional evenings or weekends for events and programs.
• Communication and Relationship Building: Clear and culturally sensitive communicator with strong interpersonal skills to engage with diverse stakeholders, including colleagues, community leaders, and participants.
• Team-Oriented: Collaborative yet capable of working independently.
• Technology Skills: Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and ability to learn other internal systems and programs
• Preferred Qualifications: Bachelor’s degree and related experience, particularly within Jewish or nonprofit organizations.

Salary Information

The salary for this role is $45,000.

Salary : $45,000