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

The 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