AIPAC
Office Services Associate
AIPAC, New York, NY, United States
Summary: Under supervision of the Director of Operations, the Office Services Associate performs specialized tasks to professionalize all aspects of the in-office experience and serves as chief liaison and provides high level administrative support to the Atlantic States Director.
Job Duties & Responsibilities:
• Manages the office’s public spaces. This includes, but is not limited to:
o Manages all aspects of the supply rooms, including their equipment, inventory, supplies and general cleanliness.
o Manages all aspects of the kitchen, including its appliances, inventory, supplies and general cleanliness.
o Manages all aspects of the office’s meeting rooms, including booking rooms for meetings, setting up those rooms prior to the meeting, testing audio-visual and video equipment, communicating to the staff about the daily schedule in each room and ensuring the general cleanliness of meeting rooms at all times, especially prior to, and following meeting room use.
o Coordinates service, maintenance and repairs with building / facility vendors, external service providers and building amenities providers.
o Coordinates furniture and equipment repairs, schedules and deliveries and communicates about their presence on-site to staff.
o Submits invoices for physical office service, maintenance and repairs for payment through AIPAC’s accounts payable system.
• Manages the in-office experience for the staff. This includes, but is not limited to:
o Answering calls to the main office number and transferring them to the relevant staff member.
o Checking the voicemail for the main office number and distributing messages to the relevant staff member.
o Checking the PO Box for mail and distributing mail and packages to the relevant staff members immediately upon arrival.
o Ensures that all workstations are clean and have the business tools required.
o Assists with the preparation of workstations for new hires prior to their hire dates.
o Manages access card enrollment.
• Manages the guest experience. This includes, but is not limited to:
o Ensuring that guests are entered into the building management system.
o Greeting and escorting guests to their meetings.
• Serves as the event lead for in-office events, which includes vendor management, logistics, execution and event timeline management.
• Serves as the event lead and liaison between the political team and the operations team regarding the planning and execution of political events, as needed.
• Acts as the lead on program execution for programming focused on staff enrichment.
• Provides high level administrative support to the Atlantic States Director by doing the following:
o Ensuring that he has what he needs to be successful in his physical workspace.
o Ensures that the Atlantic States Director’s donor interactions are logged in AIPAC’s CRM in as close to real-time as possible.
o Sends emails on the Atlantic States Director’s behalf using Outlook and other email management tools.
o Organizes and secures highly confidential company and employee information.
o Assists with creation/modification of various documents.
o Staffs the Atlantic States Director at events and ensures he has the requisite information and materials.
o Manages the day to to day developments tasks that the Director should be focused on to keep pace with regional goals.
• Ability to interact with vendors professionally, while holding them accountable for the proper work product, services, or equipment for which they have been engaged.
• Attends and staffs various events, as needed.
• Other duties as assigned.
Qualifications/Skills:
• Have a basic understanding of AIPAC’s mission and the issues affecting the U.S.-Israel
relationship.
• Comfortable working in the pro-Israel political environment required
• Minimum of 1-3 years of experience in office administration and or a support role
• Bachelor's degree or equivalent experience
• Maintain full competency in Microsoft Office Suite and be able and willing to train and master other intricate database and computer applications. Ability to quickly learn and master various organizational and technology systems.
• Flexible and adaptable, able to change direction as needed.
• Top-notch communication skills, able to express ideas in writing and verbally with professionalism and finesse.
• Self-directed. Can work independently and prioritize workload, making sound decisions based on executive’s priorities and preferences.
• Highly organized, juggling multiple projects and responsibilities, and maintaining information systems.
• Proactive and confident, take the initiative to anticipate needs, prevent issues before they arise, and creatively solve problems.
• Upbeat and energetic, enjoys working in a fast-paced environment, and is motivated by getting things done. Proven ability to work well with others; must be a good team player.
Posting Instructions:
Job Duties & Responsibilities:
• Manages the office’s public spaces. This includes, but is not limited to:
o Manages all aspects of the supply rooms, including their equipment, inventory, supplies and general cleanliness.
o Manages all aspects of the kitchen, including its appliances, inventory, supplies and general cleanliness.
o Manages all aspects of the office’s meeting rooms, including booking rooms for meetings, setting up those rooms prior to the meeting, testing audio-visual and video equipment, communicating to the staff about the daily schedule in each room and ensuring the general cleanliness of meeting rooms at all times, especially prior to, and following meeting room use.
o Coordinates service, maintenance and repairs with building / facility vendors, external service providers and building amenities providers.
o Coordinates furniture and equipment repairs, schedules and deliveries and communicates about their presence on-site to staff.
o Submits invoices for physical office service, maintenance and repairs for payment through AIPAC’s accounts payable system.
• Manages the in-office experience for the staff. This includes, but is not limited to:
o Answering calls to the main office number and transferring them to the relevant staff member.
o Checking the voicemail for the main office number and distributing messages to the relevant staff member.
o Checking the PO Box for mail and distributing mail and packages to the relevant staff members immediately upon arrival.
o Ensures that all workstations are clean and have the business tools required.
o Assists with the preparation of workstations for new hires prior to their hire dates.
o Manages access card enrollment.
• Manages the guest experience. This includes, but is not limited to:
o Ensuring that guests are entered into the building management system.
o Greeting and escorting guests to their meetings.
• Serves as the event lead for in-office events, which includes vendor management, logistics, execution and event timeline management.
• Serves as the event lead and liaison between the political team and the operations team regarding the planning and execution of political events, as needed.
• Acts as the lead on program execution for programming focused on staff enrichment.
• Provides high level administrative support to the Atlantic States Director by doing the following:
o Ensuring that he has what he needs to be successful in his physical workspace.
o Ensures that the Atlantic States Director’s donor interactions are logged in AIPAC’s CRM in as close to real-time as possible.
o Sends emails on the Atlantic States Director’s behalf using Outlook and other email management tools.
o Organizes and secures highly confidential company and employee information.
o Assists with creation/modification of various documents.
o Staffs the Atlantic States Director at events and ensures he has the requisite information and materials.
o Manages the day to to day developments tasks that the Director should be focused on to keep pace with regional goals.
• Ability to interact with vendors professionally, while holding them accountable for the proper work product, services, or equipment for which they have been engaged.
• Attends and staffs various events, as needed.
• Other duties as assigned.
Qualifications/Skills:
• Have a basic understanding of AIPAC’s mission and the issues affecting the U.S.-Israel
relationship.
• Comfortable working in the pro-Israel political environment required
• Minimum of 1-3 years of experience in office administration and or a support role
• Bachelor's degree or equivalent experience
• Maintain full competency in Microsoft Office Suite and be able and willing to train and master other intricate database and computer applications. Ability to quickly learn and master various organizational and technology systems.
• Flexible and adaptable, able to change direction as needed.
• Top-notch communication skills, able to express ideas in writing and verbally with professionalism and finesse.
• Self-directed. Can work independently and prioritize workload, making sound decisions based on executive’s priorities and preferences.
• Highly organized, juggling multiple projects and responsibilities, and maintaining information systems.
• Proactive and confident, take the initiative to anticipate needs, prevent issues before they arise, and creatively solve problems.
• Upbeat and energetic, enjoys working in a fast-paced environment, and is motivated by getting things done. Proven ability to work well with others; must be a good team player.
Posting Instructions:
-
- Please provide cover letter with resume to be considered. Incomplete applications with missing documentation will not be considered.
- If applying for more than one position, please use the 'Attachments' function to attach position-specific cover letters.
- Please use your legal name when completing the employment application (no nicknames).