Office Administrator

Position Summary

The Office Administrator provides day-to-day administrative and logistical support to keep our office running smoothly. This role handles a variety of tasks — from calendar coordination and data entry to event logistics and board meeting support — helping ensure that staff, leadership, and volunteers have what they need to do their work effectively. The ideal candidate is organized, dependable, and detail-oriented, with a service-minded approach and a willingness to jump in wherever support is needed.

Qualifications

Required

Strong organizational and time-management skills.
Strong written and verbal communication abilities.
High attention to detail and follow-through.
Ability to manage multiple tasks and priorities simultaneously.
Strong interpersonal skills and professionalism.
Proficiency with Microsoft 365 and Google Workspace.
Comfort learning and utilizing technology and AI tools.
Ability to handle confidential information with discretion.

Preferred

Experience in nonprofit administration, office support, or administrative assistance.
Familiarity with CRM systems and donor databases.
Familiarity with the Jewish community and nonprofit environment.
Familiarity with EOS (Entrepreneurial Operating System) a plus.

Key Responsibilities

Administrative Support

Maintain shared calendars and track key due dates.
Help schedule administrative meetings and relay staff communications.
Assist in documenting organizational procedures as directed.
Support day-to-day coordination between departments.
Systems & Data Entry

Enter and update CRM records to maintain data accuracy.
Pull and format reports for leadership, fundraising, and program staff.
Provide basic troubleshooting/how-to support for organizational systems and tools.
Follow established workflows for recurring administrative tasks.
Financial & Billing Administration

Process pledge tracking, deposits, and donor acknowledgment letters.
Provide administrative support for fundraising campaigns and donor communications.
Compile documentation related to billing and organizational activities.
Keep accurate records and flag items needing follow-up.
Oversee program registration, scholarships, payments, and county and DODD program payments
Board & Meeting Support

Coordinate logistics for Board and committee meetings.
Assemble agendas, packets, and supporting materials as provided by leadership.
Take and distribute meeting minutes.
File and organize board records and governance documents.
Event & Project Support

Coordinate logistics for events, donor gatherings, and organizational activities.
Manage registrations, invitations, and RSVP tracking.
Provide on-the-ground administrative support for major events such as Walk4Friends.
Assist staff, vendors, and volunteers with day-of event needs.
Communications Support

Help distribute organizational communications (newsletters, announcements, updates).
Format and proofread outgoing materials for consistency and professionalism.
Relay information between departments as needed.
General Support

Assist with meeting prep — printing materials, setting up rooms/tech, taking notes.
Track action items and deadlines for assigned projects.
Draft routine correspondence (thank-yous, confirmations, reminders) for review.
Help manage incoming calls, emails, and requests, routing them appropriately.
Success in This Role Looks Like

Meetings and events are well-organized and run smoothly.
Tasks are completed accurately and on time.
Communication flows efficiently across the office.
Administrative burden on leadership & Executive Director is reduced.
Organizational data stays accurate and up to date.
Follow-through is consistent and reliable.