Administrative Assistant Jobs in Florida

Organization Summary:

Jewish Federation of Palm Beach County is a 501(c)3 nonprofit organization dedicated to transforming, inspiring and saving lives in the Palm Beaches and 70 countries around the world. Each year, Jewish Federation inspires thousands of community members to contribute, volunteer and participate in programs that generate more than $30 million to leading a powerful impact in the community.

Position Summary:

The Administrative Assistant is responsible for office administration while working within the mission, vision, and core values of the organization. The Administrative Assistant will have close interaction with volunteers and donors, and excellent customer service is essential.

Essential Duties and Responsibilities:

• Provides administrative support for MJCF team members.
• Coordinates the following meetings:
• Meyer Jewish Community Foundation Board, volunteer committees, staff trainings, etc.
• Prepares minutes for MJCF Board meetings.
• Maintains and updates records pertaining to planned gifts for Forever Lions/ACE, Bequests, Trusts, Life Insurance policies, Donor-Advised Funds (DAFs). Audits lists annually.
• Manages prospect list in collaboration with Executive Director, verifying with donor officers as necessary.
• Reviews and updates the statistical dashboard on a monthly basis.
• Follows up with professional advisors/family members to ensure all documentation is received and accounted for.
• Serves as back up for Gift Officer for grant administrator tasks.
• Subject Matter Expert on IT systems.
• Oversees the relationship with Foundation Hub (formerly FTP). Coordinates new releases and staging environment with MJCF team. Manages biweekly call.
• Ensure PG Funds/Donorsphere are up to date with biographical and other information.
• MJCF lead on ensuring MJCF-data is correctly coded into CRM.
• Coordinates acknowledgements of new gifts including letters, phone calls from leadership, etc.
• Maintains record keeping and inputs information in existing computer programs and files.
• Lead administrative professional on all MJCF events.
• Other duties as assigned.

Shared office duties:

Providing backup support for general office duties, including but not limited to:

• Opening and distributing mail.
• Answering phones.
• Ordering supplies.
• Providing administrative support for events.
• Assisting in other departments, as needed.
• Other duties as assigned.

Qualifications and Success Factors:

• High School diploma required; preference for associate degree or greater in one of the following areas: Fundraising, Non-profit Management, Business Administration, or similar.
• Five or more years administrative experience with executive support or fundraising events or equivalent combination of education, experience and skills required.
• Excellent customer service skills and professionalism required.
• Excellent written and verbal communication skills required.
• Excellent organizational skills with high attention to detail and ability to multi-task, prioritize and manage multiple projects.
• Strong interpersonal skills and ability to work independently and cooperatively within a team.
• Strong work ethic and a purpose-driving commitment to the mission of Federation.
• Strong knowledge of basic office computing, including MS Office (Outlook, Word, Excel, PowerPoint, Teams), Zoom and basic database skills required.
• Experience scheduling meetings and managing multiple calendars.
• Experience with donor relation systems preferred.
• Ability to work in a fast-paced environment, meet deadlines, prioritize tasks, multi-task, respond to urgent matters, and pay attention to detail.
• Ability to take and adapt to constructive feedback.
• Must be able to handle confidential data with sensitivity and discretion.
• Must be able to pass Level 1 background check.
• Must maintain valid Florida driver’s license.
• Must be able to work off-shift hours including nights and weekends, as needed.
• Must be able to work a minimum of three (3) events annually.

Work Environment:

• 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.

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.