Administrative Assistant- The Jazz Foundation of America

Position Summary

JFA’s Administrative Assistant will provide crucial support to a growing team across a variety of functions and departments.

Reporting to the Office Manager, the Administrative Assistant will have ongoing responsibilities in the day-to-day management of our headquarters in NYC and support regular mailings, document management efforts and database administration, among other tasks. The Administrative Assistant will provide support to the Finance department as well as Giving and Partnerships, with guidance from the Office Manager. The Administrative Assistant, functioning as office receptionist, will welcome guests and clients to the office with warmth and be comfortable balancing a variety of tasks and ongoing projects, which are frequently dictated by seasonal events on the organization’s calendar, including fundraising galas, holiday parties, team travel and summer concert programming

Office Management

• Greet and office guests and walk0in clients and direct them to the appropriate staff
• Run errands outside of office o Including supply pickups and additional needs
• Assist with organizing and keeping the office clean o Including daily stocking, restocking and replenishment of supplies
• Assist with offsite maintenance and organization of storage units
• Assist with meeting prep o Including staff meetings and musician visits

Mailings

• Assist with mailing of gift acknowledgments
• Create donor gift acknowledgment mailing labels
• Provide general assistance with musician check mailings and FedEx/USPS mailings
• Prepare and drop off packages at FedEx locations and post office
• Assist with mailing packages for donors and board members around holidays/events

Document Management

• Organize and file documents for audit and tax purposes
• Provide necessary records and work papers to support the annual audit process
• Maintain vendor data for 1099 mailings
• Generate program-related and vendor invoices Database
• Assist with database maintenance including the removal of duplicate entries and irrelevant data, standardizing of forms, handling of missing values and validation of data o Includes client data in NEON and donor data in Abila
• Log donations in Abila
• Generate reports in Abila
• Assist with payment tracking in NEON Giving
• Assist with outreach to donors, including thank you calls
• Assist with donor outreach and follow up for special events
• Assist with procurement, delivery and fulfillment of auction items for special events

General

• Assist with booking of car services for clients
• Monitor general JFA email info account
• Monitor ongoing e-blasts, including Health Tips and Monday Night Jam
• Provide ongoing research assistance

Skills and Qualifications

• Minimum three years of experience in an administrative setting (preferably in social services and/or the arts)
• Organized, ability to multi-task, run errands, interact with clients
• Experience with music/event production preferred
• Ability to work independently and with a team
• Strong verbal and written communication skills
• Strong knowledge of MS Office programs, knowledgeable of Photoshop or another design software

About the Jazz Foundation

For 36 years, the Jazz Foundation of America (JFA) has been keeping jazz, blues, and roots alive by helping the musicians who have played the soundtrack to our lives. With compassion and discretion, the Jazz Foundation makes it possible to pay someone's rent and keep them from eviction or homelessness when illness, accident, or old age prevents them from working. Our social work services and Musicians' Emergency Fund provide housing assistance, pro bono medical care, disaster relief, and financial support to musicians and their families in times of crisis. In the past year, the JFA provided assistance in more than 6,000 cases. Through our Jazz and Blues in the Schools and Gig Fund performance programs, we create purpose and dignified employment for hundreds of musicians every month and bring free concerts to thousands of underserved audience members at public schools, hospitals, nursing homes, museums, parks, libraries and community centers across the country. Whatever the need is, we don't just fix the problem, we heal it with love.

The Jazz Foundation of America has always demonstrated a strong culture of inclusion and respect for the people who give the world music. The Jazz Foundation of America does not discriminate based on race, color, religion, creed, sex national origin, ancestry, age, disability, physical orientation, gender, gender identity, gender expression or any other personal expression protected by the law. We are an equal opportunity employer. We celebrate and prioritize having a diverse workforce that is representative of the population we serve.

English Preferred.

The Jazz Foundation of America has always demonstrated a strong culture of inclusion and

respect for the people who give the world music. The Jazz Foundation of America does not

discriminate based on race, color, religion, creed, sex national origin, ancestry, age, disability,

physical orientation, gender, gender identity, gender expression or any other personal expression

protected by the law. We are an equal opportunity employer. We celebrate and prioritize having

a diverse workforce that is representative of the population we serve.