Administrative & Executive Support

Job Title: Administrative & Executive Support Department: Administration

Reports to: Chief Operating Officer Effective Date: 7/1/2026

Job Summary:

The Administrative & Executive Assistant is responsible for data entry, executive support, development and marketing support as well as office management.

This member of the staff is very welcome to be part of programming as is possible.

They work on average 5 hours/day - 4 days/week - 20 hours/week.

The Friendship Circle of the Philadelphia Region South serves Philadelphia, Montgomery, Chester and Delaware Counties and is founded by Chabad Lubavitch.

Supervisory Responsibilities:

None

Duties/Responsibilities:

Data Entry

• All new intakes
• CRM
• Communicator
• All updates to member and donor info
• Notes from staff about specific members, donors
• College/alumni info
• Gala note writing data
• Individual Donations as directed by Database Manager
• Walk Sponsors
• Gala Ad Journal
• Other data-related tasks as needed

Executive Support

• Provide direct administrative and organizational support to the CEO daily
• Manage & maintain calendar
• Organize and maintain to do list, staying on top of various forms of communication from multiple team members including Asana tasks
• Meet regularly to discuss tasks
• Help prepare for and schedule meetings with donors and Board of Directors
• Act as proxy for the Executive Director, by managing communications on his behalf
• Attend Development meeting and follow up on action items with members of the team

Development and Marketing Support

• Record and issue receipts and thank you letters for donations in collaboration with the Database Manager
• Work with team to ensure timely response to grant related deadlines
• Manage hard copy donor mailings, thank yous, receipts( including thank you letters for people w/o email)
• Mail merge letters for development
• Manage tribute card writing and mailing
• Assist with testing Walk and Gala donation forms
• Other tasks as needed
• Social media, copy writing note

Office Management

• Monitor Office, Marketing, Development Supplies
  • Manage phone calls/messages and general inquiries as needed
  • Maintain inventory
  • Purchase/order when needed
  • Research costs as needed
• Support Financial Systems
  • Help maintain systems of tracking expenses and bills to be paid
    • Confirmation of invoices being paid
    • Print checks
    • Organizing receipts, processing mileage and staff reimbursements and other invoices, etc.
  • Liaise with bookkeeper and CEO re: above
    • For bank reconciliations, occasionally need to look through paper receipts

When possible

Development and Marketing Support

• Assist in the creation and distribution of print and electronic donor appreciation campaigns (i.e packages, emails, etc)
• Assist in the creation and distribution of print and electronic marketing and member appreciation campaigns (i.e end of year gifts, newsletters, etc.)
• Assist in communication with event lay leadership
• Marketing Supplies Research
• Responsible for posting major events on Community Calendars

Office Management

• Ensure the smooth functioning of the office space

Required Skills/Abilities:.

• Excellent organizational skills and attention to detail.
• Ability to learn how to use, update and maintain data in Salesforce
• Ability to work independently and with a team, easily moving back and forth
• Ability to deal in a professional, warm manner with potential donors, families, clients, and staff
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Proficient with G-suite products and with Microsoft Office Suite or related software.

Salary Range: $20,600

Education and Experience:

• BA or appropriate experience with data entry, executive and administrative support, bookkeeping
• Experience working in the nonprofit sector
• Experience with Salesforce.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to engage in physical activity with members.
• Must be able to lift up to 15 pounds at times.

Appreciates these Values:

• Inclusive and equitable community
• Recognize the unique gifts of every individual

We are closed on all Jewish Holidays.

English - full proficiency