Administrative Assistant - OJCF

Jewish Federation of Greater Portland; Portland (OR); Hybrid; USD 45,000 - 55,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision coverage

PTO

Retirement plan

Job summary

The Oregon Jewish Community Foundation seeks an organized Administrative Assistant to support the CEO, Board of Trustees, and staff with coordination, scheduling, and office management in a fast-paced nonprofit environment.

The role emphasizes customer service, confidentiality, and proficiency with Microsoft Office and CRM systems, with potential for hybrid work and collaborative team dynamics within the Oregon and Southwest Washington Jewish community.

Qualifications

• Associate's or Bachelor's degree or equivalent combination of education and experience.
• Three to five years of progressively responsible administrative support experience.
• Experience supporting senior executives, boards, or nonprofit leadership preferred.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Demonstrated ability to manage multiple priorities and meet deadlines.
• Experience with CRM or database systems preferred.
• Nonprofit experience preferred but not required.

Responsibilities

• Executive & Board Support: Manage executive calendars, coordinate meetings, prepare materials, draft correspondence, and record minutes.
• Office Administration: Serve as primary office coordinator, manage supplies, vendor relations, and inquiries; maintain filing systems.
• Data & Records Management: Maintain constituent and fund records in CRM; assist with data entry, reporting, and donor records.
• Event Support: Coordinate logistics for donor and community events; manage registrations and follow-ups.
• Technology Support: Provide basic troubleshooting; support MS Office, Teams, Zoom, and CRM; liaise with IT vendors.

Skills

Communication skills

Customer service

Organizational skills

Attention to detail

Teamwork

Independent work

Confidentiality

Microsoft Office

CRM experience

Education

Associate's or Bachelor's degree

Tools

Microsoft Office Suite

CRM systems

Job description

The Oregon Jewish Community Foundation (OJCF), founded in 1989, connects people’s passion with philanthropy, recognizing that everyone has potential to be a change-maker in their community. OJCF partners with individuals and families to help them achieve their heartfelt philanthropic goals in support of the Jewish and broader communities and partners with communal organizations to help them be effective long-term stewards of their mission and financial resources. OJCF grants approximately $9 million annually from donor advised funds (DAFs) and stewards approximately $175 million in charitable assets. OJCF seeks to build community for the love of community and to support thriving Jewish and broader communities in Oregon and Southwest Washington for today and tomorrow.

Job Description

OJCF seeks a highly organized, detail-oriented Administrative Assistant to support the CEO, Board of Trustees, and staff through administrative coordination, scheduling, board support, office management, event logistics, and constituent service. The successful candidate will be proactive, customer-service oriented, technologically proficient, and capable of managing multiple priorities in a fast-paced nonprofit environment.

Key Responsibilities

A successful candidate will enjoy working on a small team and be capable of navigating complex, shifting priorities. A commitment to OJCF’s mission and values is essential. Knowledge of Jewish practices or experience within the Jewish community is welcomed but not required.

Executive & Board Support

• Manage executive calendars and scheduling.
• Coordinate board and committee meetings.
• Prepare meeting materials, agendas, and board packets.
• Draft and proofread correspondence and reports.
• Record and distribute meeting minutes.

Office Administration

• Serve as primary office coordinator and receptionist.
• Maintain office supplies and vendor relationships.
• Manage incoming calls, mail, and email inquiries.
• Maintain electronic and physical filing systems.

Data & Records Management

• Maintain constituent and fund records in CRM systems.
• Assist with document preparation, data entry, and reporting.
• Support grant, fund, and donor record administration.
• Ensure accuracy and confidentiality of organizational records.

Event Support

• Coordinate logistics for donor, board, and community events.
• Manage registrations, invitations, materials, and follow-up communications.
• Assist with event setup and execution.

Technology Support

• Provide basic troubleshooting for office technology.
• Support staff with Microsoft Office, Teams, Zoom, and CRM systems.
• Coordinate with outside IT vendors when needed.

Mission Support

• Serve as an ambassador for OJCF's mission and values.
• Provide exceptional service to donors, fundholders, professional advisors, board members, community partners, and staff.

Experience & Qualifications

• Associate's or Bachelor's degree, or equivalent combination of education and experience.
• Three to five years of progressively responsible administrative support experience.
• Experience supporting senior executives, boards, or nonprofit leadership preferred.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Demonstrated ability to manage multiple priorities and meet deadlines.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience with CRM or database systems preferred.
• Ability to exercise sound judgment and maintain confidentiality.
• Strong customer-service orientation and interpersonal skills.
• Ability to work independently while contributing positively to a collaborative team environment.
• Experience coordinating meetings, events, and travel arrangements preferred.
• Nonprofit experience preferred but not required.

Core Competencies

• Organization and follow-through
• Professional communication
• Customer service
• Attention to detail
• Adaptability
• Teamwork
• Initiative

Physical and Work Requirements

• Ability to remain seated for extended periods.
• Ability to lift up to 20 pounds for event and office support.
• Occasional evening and weekend work.

Compensation and Benefits

This is an exempt position paying $50,000 annually, depending on experience. The position is full-time with the possibility of hybrid work. Some evening or weekend work may be required. Benefits currently include Health, Dental, Vision, PTO, and a retirement plan.