Administrative Assistant - Maternity Leave Support (Temp to Perm)
This job is a temporary to potentially permanent position to support our executive team during the maternity leave of our Executive Assistant. The position would start as 20-30 hours per week in our National Office in Natick, MA and would potentially transition to a permanent position reporting to our Executive Assistant on their return from leave.
The Administrative Assistant is responsible for the oversight of the administrative activities of the executive office including, but not limited to: managing administrative functions, working with the Development staff to track income, planning and implementing all staff and board meetings, and additional office support.
Working closely with both the CEO and COO, the Administrative Assistant maximizes the effectiveness of the organization in meeting its goals by providing comprehensive administrative support. The ideal candidate will be good-natured, highly organized, detail-oriented, calm under pressure, and collaborative, and thrive in a fluid, fast-paced and entrepreneurial environment.
Manage the day to day operations of the CEO office: meeting scheduling, calendar management, file maintenance, staff communication, travel management and preparing expense reports.
General organizational support, including: greeting visitors, answering phones, faxing, handling inbound/outbound mail, purchasing office supplies, scheduling conference calls, filtering email, preparation of routine and non-routine correspondence including thank you letters, letters, memoranda and reports.
Works with the Development staff by to assist with fundraising efforts: tracking and recording income, reconciling monthly income statements, managing donor acknowledgements, maintaining funders and potential funders contact database, assisting in scheduling needs, helping to create fund-raising packages and managing donor acknowledgements.
Manage the administration, logistics, meetings and follow-up for the Board of Directors, and committees. Specific responsibilities include agendas, master calendaring, gathering/distributing materials and preparing meeting minutes.
Responsible for all National office management (based in Natick, MA), including: acting as key contact with all office vendors, order supplies, acting as the liaison between tenants and the organization, invoice processing, overseeing overall presentation and organization of the office space.
Write, proofread and/or edit correspondence as applicable.
Exercise independent judgment and discretion to interpret and handle requests for appointments and information, route them to others and/or handle them, as appropriate.
Notify CEO of important and urgent matters in a timely manner.
Provide information and serve as primary liaison with those who may be conducting business with the CEO.
Assist with the logistics and execution of events, such as galas, board meetings, staff retreats and other fundraising events.
Create and maintain documents and processes that ensure efficiency of the organization such as contact lists, software licenses, computer distribution records, etc.
Take initiative and determine office supply needs. Responsible for supply ordering, refilling and organizing: snacks, soda/coffee, office supplies.
Ship materials from the national office to Innovation Hubs and external staff, as necessary.
Set up and plan in and out of office events including team lunches, meet-ups, donor & conference events.
Manage the staff birthday, personal events and other activities and order gifts/etc. as necessary.
Requires a bachelor’s degree and 5 to 7 years of administrative assistant experience or an equivalent combination of education and experience. Experience working within non-profit organization desired and interfaith families or Jewish organizations a plus.
Must be highly organized
Outstanding prioritization skills and time management skills
Excellent interpersonal, written and verbal communication skills and exemplary attention to detail
Ability to work effectively and diplomatically with all members of the 18Doors community, including the Board, donors, and staff
Demonstrated ability to take initiative, anticipate the CEO’s needs and determine urgent matters that require the CEO’s attention
Ability to work in a virtual environment
Ability to set priorities, work independently, multi-task with regular interruptions, problem solve, maintain confidentiality and coordinate projects successfully
Demonstrated dependability, reliability, and flexibility
Schedule may include some evening or weekend hours, as needed
Proficiency with MS Office required, experience with programs such as Expensify, Asana, Salesforce and Canva preferred, and ability to learn new technologies
Comfortable with the ambiguity that sometimes occurs in a fast-paced organization, and flexible enough to meet changing demands
Personal commitment to furthering Jewish engagement of interfaith families and an appreciation of the importance of doings so in strengthening Jewish identity and community preferred