About the Organization:UJA-Federation of New York is the largest local philanthropy in the world. For more than 95 years, we have inspired New Yorkers to act on their values and invest in their community for the biggest impact. Thanks to our network of nearly 100 beneficiary agencies, we can leverage our expertise across any number of areas — including health and human services, arts and culture, and education — to deliver real solutions to real problems. Through a single gift, you can care for New Yorkers of all backgrounds and for Jews everywhere; connect people to their Jewish identity, and respond to crises around the world.

Description:

The senior administrative assistant is an essential part of the team and reports to executive-level professionals, carrying out key administrative management responsibilities. The administrative assistant supports the effective functioning of these two groups, including managing communications; dealing with meeting preparation and follow-up; scheduling appointments for the directors; maintaining information systems and files; managing the departmental budget; communicating with staff and lay leadership; providing administrative support including composing correspondence, taking minutes at key departmental meetings, formatting and compiling reports, and preparing PowerPoint presentations and charts; and completing other special projects as assigned.

Major Responsibilities:

Meeting management: manage calendar; research, draft, and compile meeting correspondence, invitations, and related materials; handle meeting arrangements; prepare minutes; and coordinate managing director’s site visits to and with agencies
Information and knowledge management and dissemination: develop information systems to obtain and maintain relevant information on key projects; maintain paper and electronic files, and manage database; and write correspondence and memos on behalf of managing director
Establish and implement administrative systems for the departments: track and purchase supplies, maintain organizational memberships, make travel arrangements, and submit reimbursement and human resources requests
Budget management: track expenditures and variances for department budgets, and alert directors to actual or potential budget variances; provide quarterly reports on expenditures and projections; and work on constructing the commission’s annual operating budget
Internal and external relations and communications: ensure information remains current; communicate on behalf of managing director with staff, lay leaders, and agency professionals; and develop and maintain relationships with internal divisions
Special projects

Competencies and Skills:

Bachelor’s or associate’s degree preferred, or commensurate experience of at least three years
Ability to work independently and as part of a team
Strong problem-solving skills and the ability to shift priorities when needed in a fast-paced environment
Highly organized and able to create and maintain systems that facilitate departmental management
Strong verbal and written communications skills
Flexibility, discretion, and a positive attitude
Proficiency in Microsoft Word, Excel, Access, Outlook, and PowerPoint

How to apply

How to Apply: EOE. Only qualified applicants will be contacted. Please email your cover letter and resume tojobs@ujafedny.org with the subject “SR AA – IPAD/SYNERGY”