Administrative Specialist Job at Jewish Federation of Palm Beach County in West

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 Specialist supports the Vice President of the Mandel Center for Leadership Development, the Director of Emerging Leadership, and the Director of Talent Development. This role is crucial in providing comprehensive administrative support to the Mandel Center team, ensuring the smooth operation and coordination of various tasks and projects. The ideal candidate will possess strong organizational skills, exceptional attention to detail, and the ability to manage multiple priorities simultaneously.

Key responsibilities include coordinating correspondence and communications, managing calendars, arranging travel, handling CRM data entry, processing expense reports, preparing meeting agendas and materials, drafting data for memos and briefings, and assisting with presentations for upcoming Mandel Center events. The Administrative Specialist works behind the scenes to enhance the impact and effectiveness of both professional and lay leaders, playing an integral role in driving the Federation’s culture forward.

This position involves frequent interaction with departments across the Federation, as well as with high-profile donors, vendors, partner agencies, and other key contacts. As such, excellent customer service and attention to detail are essential. The ideal candidate will bring a positive, solution-oriented approach to every task, combined with expert organizational and communication skills. They will also maintain a professional, confidential rapport with the Mandel team and build supportive, collaborative relationships with volunteer leaders and colleagues, all while delivering outstanding customer service.

Essential Duties and Responsibilities:

Team Support:

• Provide comprehensive administrative support to the Vice President and Mandel Center staff.
• Schedule and attend monthly Mandel Center Team Meetings, supporting departmental initiatives.
• Confirm availability of team members and stakeholders before scheduling events or meetings.
• Send reminders in advance of upcoming events, meetings, or deadlines.

Calendaring & Scheduling:

• Manage the Vice President’s calendar, coordinating meetings and events with internal and external stakeholders.
• Oversee and coordinate all scheduled activities to ensure alignment with the team goals.
• Maintain a digital master calendar, ensuring all stakeholders (team members, leadership, etc.) have access to the latest version.
• Ensure calendar events are clearly labeled with details (time, location, attendees, agenda, and relevant documents).

Mandel Center Programmatic Meetings (Leadership Development):

• Coordinate logistics for LEAP, ELP, JDC Fellows, MLI, and Post Wexner meetings, including correspondence, reminders, meeting room reservations, ITS arrangements, catering, setup, security coverage, preparation of tent cards, and post-meeting correspondence.

· Schedule interviews for all leadership programs, coordinating with candidates and committee members.

· Manage payments for vendors and event-related costs, working with finance for timely processing of invoices and reimbursements.

• Partner with the Vice President to track project timelines and deliverables.
• Ensure accurate data entry for all leadership programs.

Mandel Center Programmatic Meetings (Talent Development):

· Organizing training sessions, workshops, and meetings for talent development programs, handling logistics and calendar coordination.

• Track participant progress, compile feedback, and maintain accurate records for reporting and trend identification. Ensure data is correctly entered for all workshops.

· Manage communications with participants and facilitators, including reminders and updates.

• Maintain talent development records to support staff growth and compliance.

HR & LD Committee Meetings:

• Manage meetings logistics for HR & LD Committee meetings, including catering, setup, ITS, tent cards, and communications.
• Take, prepare, and distribute meeting minutes in a timely manner.

Committee Data Management:

· Maintain and organize committee-related data, ensuring accurate records of participation in the CRM system and updating information when necessary.

· Generate reports and support committee communications for the Vice President, this includes data confidentiality.

• Maintain accurate records of committee job descriptions and track compliance forms.

Amex Management:

• Reconcile monthly Amex charges for the Mandel Department, ensuring accuracy and timely documentation.

Supervision and Administrative Meetings:

• Schedule and attend weekly one-on-one supervision meetings to align on objectives and address administrative priorities.
• Participate in Administrative Assistant meetings to share updates, discuss challenges, and collaborate on solutions.

Shared office duties:

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

o Opening and distributing mail

o Answering phones

o Ordering supplies

o Providing administrative support for events

o 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 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 meeting 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.

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:

In addition to benefits, the hourly pay rate for this role ranges between $20 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.