Administrative Assistant (Part-Time)

Jewish Federation of Greater MetroWest NJ; West Orange, Northern (NJ, KY); Hybrid; USD 20,664,000 - 34,440,000; Part time

Job summary

JCC MetroWest is seeking a mindful, detail-oriented Administrative Assistant to support the CEO and Director of Development. The role involves data entry across multiple donor databases, board coordination, and professional communication with donors and stakeholders.

Evening board meetings are expected. Ideal candidates will be proficient in Microsoft Office, Zoom, Teams, and database systems, and capable of handling confidential information with discretion while interacting with a diverse

Qualifications

• Proficiency with Microsoft Office, Zoom, Teams and donor database tools.
• Detail-oriented with strong organizational and communication skills.
• Ability to work independently with professional discretion.
• Ability to engage with a broad range of donors, board members, staff and partners.

Responsibilities

• Communicate directly with CEO, board and stakeholders
• Draft staff and board communications
• Coordinate and attend monthly board meetings; take minutes and distribution
• Oversee data entry and maintenance of various databases (Donor Perfect, Bloomerang, Stripe, Boardable and more)
• Record gifts, send acknowledgments, and confirm letters issued
• Maintain Donor Wall contributions and provide updates to Marketing
• Process monthly pledge invoices and annual tax letters
• Collaborate with Finance on reconciliations across systems
• Administer and report Tributes and print/send tributes
• Print and mail staff birthday and anniversary cards
• Occasional evening availability for board events

Skills

Microsoft Office Suite

Zoom

Teams

Database functionality

Detail-oriented

Organizational skills

Communication skills

Independent work

Discretion

Tools

Donor Perfect

Bloomerang

Stripe

Boardable

Eventbrite

Brivo

CSI

Spectrum

Job description

JCC MetroWest is seeking a mindful, detail-oriented individual with strong organizational and communications skills and proficiency in Microsoft Office Suite and database functionality to be a part-time Administrative Assistant to both our CEO and our Director of Development. This is an opportunity to be part of an organization that provides educational, recreational, fitness & wellness, cultural and communal programs and activities to people of all abilities and at all stages in life.

All staff are expected to comply with the JCC Internal Service Standards of Respect, Kindness, Teamwork and Communication.

Essential Functions of the Job

• Communicate directly, and on behalf of the CEO, with executives, J Board Members, partners, and stakeholders
• Draft staff and board communications
• Coordinate and attend monthly board meetings; take minutes and ensure timely distribution and follow-up
• Evening work hours required on board meeting dates
• Oversee, maintain, and become proficient in data entry, organization, and functionality of various databases, including Donor Perfect, Bloomerang, Stripe, Boardable, Eventbrite, Brivo, CSI and Spectrum
• Record incoming contributions and gifts in Donor Perfect database, send acknowledgment letter, and confirm in system that letter has been sent
• Monthly maintenance of Donor Wall list for contributions and provide updates to Marketing Department
• Process monthly pledge invoices and annual tax letters
• Collaborate with Finance Department in reconciling financial data on development revenue and expenses, including monthly accounting reconciliations in Bloomerang, Stripe, and Donor Perfect
• Administer and process Tributes as occasions to celebrate or mourn arise: sending emails to Board members via Boardable with link to purchase a Tribute; reporting Tributes in Donor Perfect with correct coding; printing and sending Tributes
• Print and send staff birthday and anniversary cards on a monthly basis and get-well cards as need arises

Other Responsibilities

• In addition to attendance at monthly evening Board meetings, position may include other occasional evening/off-hours availability for other functions
• Other duties as assigned

Qualifications

• Proficiency in Microsoft Office Suite, Zoom, Teams, and database functionality; ability to learn other software programs
• Detail-oriented with strong organizational and communication skills
• Ability to work independently and with professional discretion
• Ability to work with a broad range of people including donors, J Board Members, staff and others

Physical Requirements

• Regular/daily use of computer terminal screen; typing

Schedule: 15 – 20 hours per week during regular business hours M-F and approximately one evening per month; specific schedule to be agreed upon.

Skills required

• Ability to work independently and with professional discretion
• Ability to work with a broad range of people including donors, J Board Members, staff and others

Required qualifications

• Proficiency in Microsoft Office Suite, Zoom, Teams, and database functionality; ability to learn other software programs
• Detail-oriented with strong organizational and communication skills