Administrative Assistant

Jewish Federation of Madison; Madison (WI); On-site; USD 23,000 - 32,000; Full time

Job summary

The Jewish Federation of Madison seeks an Administrative Assistant to provide essential administrative, clerical, and logistical support to the Operations & Development Manager and staff. Responsibilities include scheduling, meeting coordination, document prep, board support, onboarding, events, and communications.

The ideal candidate is organized, dependable, service-oriented, and capable of handling multiple tasks with professionalism and attention to detail.

Qualifications

• Two or more years of administrative support experience preferred.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Exceptional attention to detail.
• Ability to manage multiple priorities and work independently.
• Strong customer service and interpersonal skills.
• Proficiency with Microsoft Office.
• Experience with virtual meeting platforms preferred.
• Ability to maintain confidentiality and exercise good judgment.

Responsibilities

• Provide general administrative support to organizational staff.
• Manage calendars, schedule meetings, and coordinate appointments.
• Prepare conference rooms and meeting spaces, including technology and materials.
• Set up and support virtual meetings and online events.
• Maintain office supply inventory and place orders as directed.
• Welcome visitors and help ensure a professional, organized, and welcoming office environment.
• Assist with mail distribution, filing, copying, scanning, other administrative tasks.
• Coordinate meeting logistics for Board and committee meetings.
• Prepare onboarding materials for new employees.
• Coordinate orientation schedules and onboarding logistics.
• Assist with maintaining personnel and organizational records.
• Support staff with routine administrative needs.
• Assist with event registrations, communications, and logistical preparation.
• Prepare event materials, supplies, name tags, and packets.
• Coordinate event setup and day-of administrative support.
• Assist with post-event follow-up and acknowledgments.
• Participate in special projects as assigned by the Operations & Development Manager.
• Perform other administrative duties as needed.

Skills

Administrative experience

Organization

Communication

Attention to detail

Multitasking

Customer service

Microsoft Office

Virtual meeting platforms

Confidentiality

Tools

Microsoft Office

Virtual meeting platforms

Job description

40 Hours per Week Pay:

Starting at $20 per hour, plus benefits.

Position Summary

The Administrative Assistant provides administrative, clerical, and logistical support to the Operations & Development Manager and organizational staff. This position plays an important role in ensuring the smooth daily functioning of the office through scheduling, meeting coordination, document preparation, office organization, and administrative project support.

The Administrative Assistant works under the direction of the Operations & Development Manager and assists with office operations, Board support, onboarding, events, communications, and other organizational priorities. The ideal candidate is organized, dependable, service-oriented, and capable of managing multiple tasks with professionalism and attention to detail.

Reporting Relationship

Reports directly to the Operations & Development Manager.

Key Responsibilities:

Office Administration

• Provide general administrative support to organizational staff.
• Manage calendars, schedule meetings, and coordinate appointments.
• Prepare conference rooms & meeting spaces, including technology and materials.
• Set up and support virtual meetings and online events.
• Maintain office supply inventory and place orders as directed.
• Welcome visitors and help ensure a professional, organized, and welcoming office environment.
• Assist with mail distribution, filing, copying, scanning, other administrative tasks.

Administrative & Project Support

• Provide administrative support for organizational projects and initiatives.
• Prepare correspondence, reports, and other organizational materials.
• Assist with data entry, recordkeeping, and document management.
• Support the Operations & Development Manager with campaign, event, and administrative projects as assigned.

Board & Committee Support

• Coordinate meeting logistics for Board and committee meetings.
• Prepare and distribute meeting packets and related materials.
• Assist with scheduling meetings and maintaining Board communications.
• Maintain Board and committee records as assigned.

Onboarding & Staff Support

• Prepare onboarding materials for new employees.
• Coordinate orientation schedules and onboarding logistics.
• Assist with maintaining personnel and organizational records.
• Support staff with routine administrative needs.

Event Support

• Assist with event registrations, communications, and logistical preparation.
• Prepare event materials, supplies, name tags, and packets.
• Coordinate event setup and day-of administrative support.
• Assist with post-event follow-up and acknowledgments.

Other Duties

• Participate in special projects as assigned by the Operations & Development Manager.
• Perform other administrative duties as needed to support organizational operations.

Qualifications

• Two or more years of administrative support experience preferred.
• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Exceptional attention to detail.
• Ability to manage multiple priorities and work independently.
• Strong customer service and interpersonal skills.
• Proficiency with Microsoft Office.
• Experience with virtual meeting platforms preferred.
• Ability to maintain confidentiality and exercise good judgment.

What We're Looking For

• Organized and dependable
• Friendly and professional
• Service-oriented
• Resourceful and adaptable
• Comfortable managing multiple projects and priorities
• Committed to supporting a collaborative team environment