JCC Maccabi Administrative Assistant

The JCC Maccabi Administrative Assistant is a full-time staff position with the Kaiserman Jewish Community Center. Under the supervision of the G ames Director , t he JCC Maccabi Administrative Assistant is primarily responsible for the smooth operation of the JCC Maccabi Office and all of its functions.

They work closely with the Director and the Games leadership team in making sure that all aspects of JCC Maccabi are implemented at a very high professional manner. They must be well organized, personable, and willing to work a variety of hours to make sure that the job is done right.

They should be comfortable in operating basic computer functions (word, excel, power point) to maintain a very high degree of organization of all the records and administrative details necessary to implement this major program. The JCC Maccabi Administrative Assistant will work primarily Monday through Friday, including occasional evenings and Sundays as directed by the Director. Hours and days may change based on the need of the JCC Maccabi project and increase as the Games draw closer and during the Games period itself .

The initial appointment is for one year, with the potential for renewal subject to organizational needs and available funding.

Responsibilities:

Planning Process

• Manage the organization of the JCC Maccabi office including managing the administration and registration of local delegation athletes, delegation heads, coaches, host families, volunteers, VIPs, staff, vendors, and guests
• Organize all records and database systems so that they can be updated, maintained , and retrieved in a quick and efficient manner. Manage administrative lists and data and distribute information to colleagues and team members as needed.
• Ongoing promotion of the Games and assist in recruitment of host families, volunteers, and delegation athletes. Generating and following up on leads via phone, conversations, or other mediums.
• Follow up directly with all the necessary individuals to collect and manage information required for participation in, and smooth execution of the program. Examples include registration information, payment, and lead management.
• Support social media gathering and distribution as directed by the Marketing team and Games Director
• Assist the Director as liaison as needed with JCC staff, committees, visiting delegations, volunteers, guests and members.
• Program and meeting support including managing mailings (both incoming and outgoing), create meeting notices, confirm meeting dates

with staff and lay people, meeting and presentation prep (power point, handout materials, name cards etc. ) taking minutes and notes, space set-up, catering arrangements.

• Work closely with volunteer , host family , and registration committees to oversee the pre-Games temporary Maccabi Central set up (usually 6- 8 weeks prior to Games) and organize credential/t-shirt /packet pick
  -ups and handouts .
• Order, track, arrange storage for supplies being delivered prior to the Games and help keep everything organized and accounted for.
• Be flexible in handling additional tasks assigned by the Director as needed.

Week of the Games

During the week of, the JCC Maccabi Administrative Assistant will oversee making sure all administrative and logistical tasks run smoothly. He/ She will most likely be stationed at "JCC Maccabi Central" and will take care of any or all of the following:

• Support administrative and information sharing needs of Games leadership and volunteer teams
• Manage credential pick-ups and reprinting
• Manage will-call for credentials at Opening Ceremony
• Source, order, and arrange distribution of extra last-minute supplies.
• Support Score Reporting to ensure all results are captured and posted.
• Manage and update…