JewishGen Administrative Assistant

Job Objective

The JewishGen Administrative Assistant will provide essential administrative and program support to ensure the efficient operation of JewishGen’s programs, volunteer management, fundraising efforts, and member services. This role is responsible for handling member inquiries, coordinating meetings and events, maintaining accurate records and databases, assisting with financial processes, and supporting development and communications initiatives. The Administrative Assistant will serve as a key point of contact between staff, volunteers, donors, and members, helping to strengthen JewishGen’s mission by ensuring seamless coordination across projects, programs, and community engagements.

Responsibilities Include:

• Handle incoming members support requests via phone and email and troubleshoot and resolve basic problems and complaints.
• File documents, forms, agreements; maintain files in good order
• Schedule meetings; arrange telephone/video conference calls; webinars
• Maintain database of potential and current volunteers, update accounts, and coordinate volunteer engagements with JewishGen’s Volunteer Manager and Project Managers
• Submit invoices to the finance department as relevant; generate and distribute financial reports to project managers; serve as central contact for any financial related questions with regards to accounts payable.
• Assist in relevant development and fundraising tasks, such as data entry, updating accounts, and sending donor acknowledgement/advisement letters.
• Assist with preparation and distribution of fundraising materials and collateral.
• Run queries and generate reports
• Process donations/gifts over the phone as needed
• Assist with preparation and distribution of project update announcements and other marketing materials (such as brochures, annual reports, etc), both virtually and physically.
• Coordinate speaking engagements and special programming.
• Assist with updating/adding content to the website and across the JewishGen communications platform.
• Communicate and coordinate with project coordinators and volunteers as needed
• Assist as necessary in the Peter and Mary Kalikow Jewish Genealogy Center, and other special projects.

Required Skills/Background:

• Strong written and verbal communication skills, including the ability to create content, proofread, and engage with volunteers and donors via phone and email.
• Experience with CRM’s such as Altru/GoldMine a plus.
• Experience with Google Drive and MS Office required.
• Experience with social media, including Facebook, Instagram, LinkedIn, and Twitter.
• Self-motivated, organized, detail-oriented, and able to manage multiple tasks.
• Interest in learning new tasks.
• Projects a professional demeanor.
• Ability to work individually and as part of a team.

• Strong written and verbal communication skills, including the ability to create content, proofread, and engage with volunteers and donors via phone and email.
• Experience with CRM’s such as Altru/GoldMine a plus.
• Experience with Google Drive and MS Office required.
• Experience with social media, including Facebook, Instagram, LinkedIn, and Twitter.
• Self-motivated, organized, detail-oriented, and able to manage multiple tasks.
• Interest in learning new tasks.
• Projects a professional demeanor.

Ability to work individually and as part of a team