Administrative Specialist

Description

Organization Summary:

Jewish Federation of Palm Beach County is a 501(c)3 nonprofit organization dedicated to transforming, inspiring and saving lives in the Palm Beaches and 70 countries around the world. Each year, Jewish Federation inspires thousands of community members to contribute, volunteer and participate in programs that generate more than $30 million to leading a powerful impact in the community.

Position Summary:

The Administrative Specialist supports the Vice President of the Mandel Center for Leadership Development, the Director of Emerging Leadership, and the Director of Talent Development. This role is crucial in providing comprehensive administrative support to the Mandel Center team, ensuring the smooth operation and coordination of various tasks and projects. The ideal candidate will possess strong organizational skills, exceptional attention to detail, and the ability to manage multiple priorities simultaneously.

Key responsibilities include coordinating correspondence and communications, managing calendars, arranging travel, handling CRM data entry, processing expense reports, preparing meeting agendas and materials, drafting data for memos and briefings, and assisting with presentations for upcoming Mandel Center events. The Administrative Specialist works behind the scenes to enhance the impact and effectiveness of both professional and lay leaders, playing an integral role in driving the Federation’s culture forward.

This position involves frequent interaction with departments across the Federation, as well as with high-profile donors, vendors, partner agencies, and other key contacts. As such, excellent customer service and attention to detail are essential. The ideal candidate will bring a positive, solution-oriented approach to every task, combined with expert organizational and communication skills. They will also maintain a professional, confidential rapport with the Mandel team and build supportive, collaborative relationships with volunteer leaders and colleagues, all while delivering outstanding customer service.

Essential Duties and Responsibilities:

Team Support:

• Provide comprehensive administrative      support to the Vice President and Mandel Center staff.
• Schedule and attend monthly Mandel Center      Team Meetings, supporting departmental initiatives.
• Confirm availability of team members and      stakeholders before scheduling events or meetings.
• Send reminders in advance of upcoming      events, meetings, or deadlines.

Calendaring & Scheduling:

• Manage the Vice President’s calendar,      coordinating meetings and events with internal and external stakeholders.
• Oversee and coordinate all scheduled      activities to ensure alignment with the team goals.
• Maintain a digital master calendar,      ensuring all stakeholders (team members, leadership, etc.) have access to      the latest version.
• Ensure calendar events are clearly      labeled with details (time, location, attendees, agenda, and relevant      documents).

Mandel Center Programmatic Meetings (Leadership Development):

• Coordinate logistics for LEAP, ELP, JDC      Fellows, MLI, and Post Wexner meetings, including correspondence,      reminders, meeting room reservations, ITS arrangements, catering, setup, security      coverage, preparation of tent cards, and post-meeting correspondence.

· Schedule interviews for all leadership programs, coordinating with candidates and committee members.

· Manage payments for vendors and event-related costs, working with finance for timely processing of invoices and reimbursements.

• Partner with the Vice President to track      project timelines and deliverables.
• Ensure accurate data      entry for all leadership programs. 

Mandel Center Programmatic Meetings (Talent Development):

· Organizing training sessions, workshops, and meetings for talent development programs, handling logistics and calendar coordination.

• Track participant progress, compile feedback, and maintain      accurate records for reporting and trend identification. Ensure data is      correctly entered for all workshops. 

· Manage communications with participants and facilitators, including reminders and updates.

• Maintain talent development records to support staff growth      and compliance. 

HR & LD Committee Meetings:

• Manage meetings logistics for HR & LD      Committee meetings, including catering, setup, ITS, tent cards, and      communications.
• Take, prepare, and distribute meeting      minutes in a timely manner.