Part-Time Administrative Assistant (temp-to-hire)

Description

ORGANIZATIONAL OVERVIEW

As a center for Jewish philanthropy, the Jewish Community Federation and Endowment Fund (the Federation) mobilizes assets to support the most pressing issues of our time, while building and sustaining thriving Jewish communities in the Bay Area, Israel and beyond for generations to come. We inspire personal and collaborative philanthropy, and facilitate grantmaking, impact lending, and advocacy to make the world a better place.

With our work guided by Jewish values, the Federation operates as a community foundation, partnering with individuals and families to implement their charitable visions as well as to connect and strengthen the Jewish non-profit sector. In 2024, the Federation granted and loaned more than $222 million, making it the single largest funder of Jewish causes in the state of California. Learn more about us.

POSITION SUMMARY

The Part-Time Administrative Assistant will provide crucial support to our executive and leadership team along other administrative staff. This role will be instrumental in ensuring smooth daily operations and efficient communication.

Schedule: on-site Wednesday + Thursdays and 4 hours remote on other days.

ESSENTIAL FUNCTIONS

• Scheduling and Coordination:
  • Coordinate complex schedules and resolve scheduling conflicts for executives and leadership team.
  • Communicate effectively with internal and external stakeholders to confirm appointments and meetings.
  • Send out meeting reminders and agendas.
  • Manage and organize meeting rooms and resources.
• Administrative Support:
  • Perform general administrative tasks, including filing, photocopying, scanning, and data entry.
  • Prepare and organize materials for meetings, presentations, and reports.
  • Handle confidential information with discretion and professionalism.
  • Assist with expense reporting and reconciliation.
  • Assist with the preparation and distribution of internal and external communications.
  • Coordinate and schedule meetings, conferences, and events.
  • Help with the organization and upkeep of digital and physical files.
• Other Duties:
  • Assist with special projects as assigned.
  • Provide backup support to other administrative staff as needed.
  • Perform other duties as assigned by the executive and leadership team.

Requirements

QUALIFICATIONS (KNOWLEDGE, SKILLS, ABILITIES)

• Proven experience as an administrative assistant, or similar role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to prioritize tasks and meet deadlines.
• Ability to work independently and as part of a team.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality.
• Excellent interpersonal skills and a professional demeanor.
• Experience with online calendaring systems (Outlook Calendar, etc.) and Zoom platform.

EDUCATION AND EXPERIENCE

• Minimum 2+ years of relevant experience
• High school diploma or equivalent required; associate's or bachelor's degree preferred.