UJA-Federation’s Community Planning and Agency Resources (CP&AR) Division is looking for an energetic and organized person to provide essential administrative support to the Directors of three departments – Network Department, Impact Performance & Assessment Department (IPAD), and Caring Department. In the case of Network and Caring departments, the role includes project responsibilities across the departments, as well. The planning assistant formally reports to the managing director of the Network Department and will meet regularly with managing directors of both IPAD and Caring. The planning assistant will receive some of their responsibilities from other task supervisors. The right candidate is able to multitask, take initiative to complete assignments, and is open to a rapidly changing environment. They also have a can-do, proactive attitude about working as part of a team.
- Manage the calendars of three Department Heads and act as their point of contact for all meetings and communications
- Support staff on donor committee logistics including: email communications, tracking attendance, and the preparation of materials. When staff goes back into the office, the role will also include: room reservations, and food and audiovisual needs.
- Attend Network Cabinet, and other Network committee meetings, IPAD’s Impact Committee, and various cross-divisional staff and donor meetings to provide day-of administrative support and to take minutes.
- Maintenance of departmental systems including our fundraising and scheduling systems.
- Submit staff expense reports, check requests for speakers and consultants, and check other purchasing requests for rental cars, hotel reservations, floral orders, and order and track office supplies.
- Interface with internal departments such as Information Technology Services, Audio Visual, Conferences & Banquets, Human Resources, the mailroom, and the print shop to complete tasks as assigned by the Managing Director or other task supervisor.
- Other projects as needed.
Qualifications and Competencies:
- Bachelor’s degree required
- Ability to work in a fast-paced environment with strict deadlines
- Ability to work independently and as part of a team
- Strong multitasking and problem-solving skills
- Strong written, verbal communication skills & interpersonal skills
- Extremely well-organized and detail-oriented
- Comfortable speaking with high-level donors and agency personnel
- Flexibility, discretion, and a positive attitude
- Proficiency in Microsoft Office: Word, Excel, Outlook, PowerPoint