JCC Maccabi Administrative Assistant

JCC Association of North America; Ardmore (PA); Hybrid; USD 35,000 - 45,000; Full time

Benefits offered by this job

Flexible schedule

Remote work available

Benefits package

Free Kaiserman JCC membership

Discounts on Kaiserman programming

Job summary

Kaiserman JCC in Wynnewood, PA is seeking a full-time JCC Maccabi Administrative Assistant to ensure smooth operation of the JCC Maccabi Office under the Games Director.

The role requires organization, customer service, and flexibility in hours, with occasional evenings and Sundays; salary range $35,000–$45,000 and benefits including medical and retirement.

Qualifications

• Responsibilities include organizing office operations and registration for local delegation athletes.
• Maintain records and databases, update information, and distribute data to staff.
• Assist in recruiting host families, volunteers, and delegation athletes; generate leads.

Responsibilities

• Plan and support meetings, prepare notices, take minutes, and arrange catering.
• Coordinate pre-Games tasks, credentialing, and materials distribution.
• Support week-of-Games operations, credential pickup, will-call, and social media tasks.

Skills

Customer service

Public relations

Leadership

Organizational skills

Administrative skills

Written communication

Verbal communication

Interpersonal skills

Tools

Word

Excel

PowerPoint

Job description

Location and Job Title:

JCC Maccabi Administrative Assistant
Kaiserman JCC
45 Haverford Rd
Wynnewood, PA 19096

Principal Responsibilities:

The JCC Maccabi Administrative Assistant is a full-time staff position with the Kaiserman Jewish Community Center. Under the supervision of the Games Director, the JCC Maccabi Administrative Assistant is primarily responsible for the smooth operation of the JCC Maccabi Office and all of its functions.

They work closely with the Director and the Games leadership team in making sure that all aspects of JCC Maccabi are implemented at a very high professional manner. They must be well organized, personable, and willing to work a variety of hours to make sure that the job is done right.

They should be comfortable in operating basic computer functions (word, excel, power point) to maintain a very high degree of organization of all the records and administrative details necessary to implement this major program. The JCC Maccabi Administrative Assistant will work primarily Monday through Friday, including occasional evenings and Sundays as directed by the Director. Hours and days may change based on the need of the JCC Maccabi project and increase as the Games draw closer and during the Games period itself.

The initial appointment is for one year, with the potential for renewal subject to organizational needs and available funding.

Minimum Qualifications:

Responsibilities:

Planning Process

• Manage the organization of the JCC Maccabi office including managing the administration and registration of local delegation athletes, delegation heads, coaches, host families, volunteers, VIPs, staff, vendors, and guests
• Organize all records and database systems so that they can be updated, maintained, and retrieved in a quick and efficient manner. Manage administrative lists and data and distribute information to colleagues and team members as needed.
• Ongoing promotion of the Games and assist in recruitment of host families, volunteers, and delegation athletes. Generating and following up on leads via phone, conversations, or other mediums.
• Follow up directly with all the necessary individuals to collect and manage information required for participation in, and smooth execution of the program. Examples include registration information, payment, and lead management.
• Support social media gathering and distribution as directed by the Marketing team and Games Director
• Assist the Director as liaison as needed with JCC staff, committees, visiting delegations, volunteers, guests and members.

Program and meeting support including managing mailings (both incoming and outgoing), create meeting notices, confirm meeting dates with staff and lay people, meeting and presentation prep (power point, handout materials, name cards etc.) taking minutes and notes, space set-up, catering arrangements.

• Order uniform/ swag, collecting sizing, supporting distribution
• Work closely with volunteer, host family, and registration committees to oversee the pre-Games temporary Maccabi Central set up (usually 6-8 weeks prior to Games) and organize credential/t-shirt/packet pick-ups and handouts.
• Order, track, arrange storage for supplies being delivered prior to the Games and help keep everything organized and accounted for.
• Be flexible in handling additional tasks assigned by the Director as needed.

Week of the Games

During the week of, the JCC Maccabi Administrative Assistant will oversee making sure all administrative and logistical tasks run smoothly. He/ She will most likely be stationed at "JCC Maccabi Central" and will take care of any or all of the following:

• Support administrative and information sharing needs of Games leadership and volunteer teams
• Manage credential pick-ups and reprinting
• Manage will-call for credentials at Opening Ceremony
• Source, order, and arrange distribution of extra last-minute supplies.
• Support Score Reporting to ensure all results are captured and posted.
• Manage and update the app, supporting social media coverage, working on mass text messaging services
• Communicate with host families, volunteers, spectators, and participants both in person and frequently check and respond to any important e-mails regarding JCC Maccabi, and either answering or directing calls to appropriate staff and lay people.
• Coordinate with maintenance and operations and support set-up and clean up as needed.
• Run any necessary errands and jump in to help as needed

JCC Maccabi Administrative Assistant must be prepared to do whatever is necessary to help the Director and their staff, run a smooth and organized set of Games. Within the last several months of the program and during the program week itself, this will require considerable time above and beyond the normal 40-hour work week. They must be able to work with a wide variety of volunteers and staff; and to remain calm while working under pressure.

Qualifications:

• At least two years' experience working in the Jewish engagement or educational field
• Strong customer service and public relations skills
• Strong leadership, organizational skills, and administrative skills
• Effective written and verbal communication and interpersonal skills
• Excellent verbal and written communication skills
• Proficient in basic computer skills, including Microsoft Office applications such as Word and Excel.
• Strong organizational skills with the ability to manage multiple tasks, meet deadlines, and work independently.
• Excellent teamwork and collaboration abilities.

Benefits:

• Flexible schedule and remote work available
• Suite of benefits including medical, retirement, etc.
• Free membership to the Kaiserman JCC
• Generous discounts on Kaiserman JCC programming, including preschool, camp, and other offerings

Salary:

$35,000 - $45,000

Agency Information:

The Kaiserman JCC is located in Wynnewood, PA, in the heart of the Main Line. We are a vibrant Jewish Community, just a few miles from Center City Philadelphia. We are home to the award-winning Camp Kef summer day camp and one of the most respected preschool & kindergarten programs in the region.

The mission of the Kaiserman JCC is to ensure a welcoming and inclusive environment where Jewish values inspire excellent social, recreational, educational, cultural, and humanitarian activities that embrace our identity and connection to Israel. The JCC is committed to serving our entire community and does not discriminate based on race, religion, sexual orientation or disability.

Since 1971, the Kaiserman JCC has worked to build a vibrant, inclusive, and supportive Jewish community and enhancing and deepening the commitment to Jewish philanthropy. We have also worked with people and partners across the region to nurture Jewish life and learning, help those in need and build connections with Israel and Jews around the world.