Administrative & Projects Coordinator

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

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.