Administrative Assistant, Philanthropy & External Relations- Palm

Administrative Assistant

The Administrative Assistant supports the Executive Vice President (EVP), VP of Philanthropy Strategy and other assigned staff in the Philanthropy & External Relations (PER) department. This position is responsible for providing comprehensive administrative support to the EVP and VP, managing many operations within the Philanthropic Leadership Unit, and supporting their respective internal and external engagements, especially with donors and other key stakeholders.

The Administrative Assistant will coordinate correspondence and communications, calendars, travel arrangements, CRM data entry, expense reports, meeting agendas + materials, memos, briefings, and presentations, among other responsibilities. A core function of the Administrative Assistant is to prepare and organize the EVP and VP Philanthropy Strategy, so their maximum capacity is available to the organization. The Administrative Assistant operates behind the scenes to maximize their leaders' impact and effectiveness at every possible turn.

The Administrative Assistant works independently with minimal supervision in a fast-paced work environment with multiple and conflicting priorities. This individual excels at multi-tasking, anticipates and proactively resolves problems, is a team player, and handles confidential information with discretion. They deliver excellent customer service to donors and potential donors and collaborate with other staff across the Federation and partner agencies.

Essential Duties and Responsibilities:

• Manage EVP calendar, including scheduling meetings, booking meeting rooms, sending invitations and resolving conflicts; coordinate complex group and individual appointments while keeping principals informed.
• Arrange travel logistics (flights, hotels, ground transportation), ensuring required documentation is identified, obtained, and compliant with timelines.
• Track EVP and VP expenses, prepare monthly expense and mileage reports, and processes consultant and contractor invoices.
• Manage EVP communications (phone, voicemail, mail), responding as appropriate and routing action items to the correct stakeholders.
• Maintain accurate donor records in the CRM by logging interactions, updating pledges and biographical information, and generating reports as needed to support strong donor engagement.
• Prepare and coordinate materials for leadership meetings (e.g., PER Senior Team, Development Cabinet); collect agenda items, take notes when needed, and track follow-up.
• As a representative of EVP and VP and PER overall, develop and maintain strong working relationships across departments; collaborate with administrative peers and support broader organizational initiatives.
• Provide general administrative support, including managing inquiries, triaging messages, and improving systems that support EVP operations.
• Prepare, proofread, and ensure timely distribution of materials (agendas, reports, memos, presentations, briefings) with a high degree of accuracy.
• Maintain organized records of meetings, including agendas, decisions, and action items.
• Support internal and external meetings and events, including assisting staff and lay leaders with virtual meeting access.
• Perform general clerical duties (data collection, copying, mailing, filing) and manage department mail distribution.
• Provide backup support for general office operations, including phone coverage, supply ordering, event support, and cross-department assistance as needed.
• Undertake special projects and additional duties as assigned.

Qualifications and Success Factors:

• High school diploma required; associate's degree or higher in nonprofit management, fundraising, business administration, or related field preferred.
  · 5+ years of administrative experience (executive support and/or event coordination), or equivalent combination of education and experience.
• Strong communication, customer service, and interpersonal skills; professional demeanor.
• Highly organized with excellent attention to detail; able to prioritize, multitask, and manage competing deadlines in a fast-paced environment.
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams), Zoom, and basic database/CRM systems; experience managing complex calendars and scheduling meetings.
• Experience with donor/constituent databases preferred.
• Demonstrated ability to work both independently and collaboratively; receptive to feedback.
• Discretion and sound judgment in handling confidential information.
• Commitment to the organization's mission.
• Valid Florida driver's license; ability to pass a Level 1 background check.
• Flexibility to work evenings/weekends and support a minimum of three events annually.

Work Environment:

Jewish Federation of Palm Beach County is committed to creating a workplace where employees feel supported, valued, and connected to our mission. Our offices are located in a beautiful facility in West Palm Beach, providing a professional and welcoming environment for both staff and visitors. The building is…