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Office Administrator & Executive Support

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Published 12 days ago

Philly Friendship Circle is seeking a full-time staff member excited to be a part of our growth. The Office Administrator will support the Executive Director in day to day functions, as well as work closely with the Director of Operations to create and maintain systems of data and office organization. 

Philly Friendship Circle serves Philadelphia, Montgomery, Chester and Delaware Counties and is founded by Chabad Lubavitch. We connect teens and young adults to youth with special needs through a full range of social offerings. Inspired by the power of genuine friendships, our youth cultivate understanding, kindness and responsibility while ensuring a caring and inclusive community.

Ideal candidates will possess strong communication and organizational skills with a desire to work in a fast-paced, small team environment with a high level of collaboration with the other six staff members. Candidates must take initiative, be self-motivated, detail oriented, and able to work flexible hours as needed to occasionally accommodate evening and Sunday events.  Candidates should be comfortable representing Philly Friendship Circle to the public.

Duties and responsibilities may include, but are not limited to, the following:

Office & Data Management

  • Ensure the smooth functioning of the office space through tasks such as organizing and ordering supplies, as well as answering and directing phone calls and other inquiries. 
  • Maintain donor and membership databases & financial systems, including:
  • Record attendance for all Friendship Circle programming
  • Record and issue receipts and thank you letters for donations
  • Help maintain systems of tracking expenses, including receipts, mileage and staff reimbursements, etc.
  • Provide administrative support to the DOO & FC Team by taking notes at staff meetings & maintaining internal office calendar


Executive Support

  • Provide direct administrative support to the Executive Director 
  • Manage & maintain calendar and to-do list, staying on top of various forms of communication from multiple team members 
  • Attend meetings and take notes, recording tasks as needed and meet daily to discuss
  • Act as proxy for the Executive Director, by attending meetings and sending emails on his behalf


Development and Marketing

  • Assist in creation of the fundraising and grant strategy for the year by analyzing and organizing relevant data as needed. 
  • Assist in the creation and distribution of print and digital donor appreciation and marketing campaigns (i.e packages, emails, newsletters, etc)


Basic Job Requirements:

  • Prior experience as executive assistant preferred
  • Prior experience in administration a must
  • Proficiency/intermediate knowledge of Microsoft Office & Outlook, G-Suite, QuickBooks. Knowledge of Adobe Suite, GiftWorks & ChabadOne a plus. 

Key Competencies:

  • Sensitivity to the special needs population and all youth in general
  • Self-motivated, takes initiative
  • Trustworthy, to handle confidential information 
  • Strong work ethic 
  • Ability to work independently & as part of a small team
  • Detail oriented, strong organizational skills
  • Non-judgmental attitude, and emotional maturity 
  • Respectful of religious and cultural beliefs & practices 


While the majority of our programs are currently occurring virtually, our typical in-person programs occur throughout Montgomery County, while our office is located in South Philly. Access to transportation is highly preferred. Background checks will be conducted on all final candidates. 

PLEASE NO PHONE CALLS.

Interested candidates must submit a resume AND cover letter below or to applications@phillyfriendship.com. Applications submitted without a cover letter will not be reviewed.

Philly Friendship Circle is seeking a full-time staff member excited to be a part of our growth. The Office Administrator will support the Executive Director in day to day functions, as well as work closely with the Director of Operations to…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Start Date
    May 24, 2021
  • Application Deadline
    May 17, 2021
  • Education
    High School Diploma Required

Salary

$32,000 - $36,000

Location

On-site
Philadelphia, PA, USA

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