Administrative Specialist, YLD

POSITION SUMMARY 

The Administrative Specialist, Young Leadership Division (YLD) provides administrative support for the creation of a vibrant and thriving community for young adults in Jewish Cleveland. This position reports to the Director, YLD and provides support for the YLD team. 

ESSENTIAL JOB FUNCTIONS 

1. Provide the highest level of administrative support for assigned staff by prioritizing assignments, multi-tasking, and handling a high volume of work, ensuring quality is not compromised. 
2. Conduct queries for a variety of reports utilizing donor management software and Excel to create mailing lists, merge letters, and other reports as necessary. 
3. Ensure database records are maintained properly and conducts record clean-up regularly, sending updates to the Donor Services area as necessary.
4. Coordinate meeting logistics by managing scheduling, communications, arranging logistics of the meetings/ follow-up, and ensuring all required materials are available as needed.  
5. Support staff with stewarding donors by drafting, proofreading, sending, and tracking communications across various channels. 
6. Assume additional responsibilities and perform special projects as needed. 
7. Interact professionally on a regular basis with staff, donors and lay leadership. 
8. Answer telephones, refer callers to appropriate staff and/or answer their questions (i.e. event information, phone numbers, addresses). 
9. Provide general support for the annual Campaign for Jewish Needs.  

Additional Duties /Responsibilities

1. Extensive use of database technology for all aspects of event planning, mailings, and participant coding.   
2. Create and maintain special donor groups’ databases in BBEC and supports the division through the transition to Salesforce (e.g. Ben-Gurion Society, YLD Board, YLD committees, missions).   
3. Staff events after-hours (evenings and weekends) as needed to support the division with on-site administrative needs (managing the check-in and registration). 
4. Miscellaneous event logistics and planning include:  
   • YLD’s campaign, and its annual Campaign Event 
   • LEADS 
   • Summer Soirée 
   • Ben-Gurion Society programming and touchpoints 
   • YLDays of Caring events 
   • YLD Weinberg Mission to Israel 
   • Business Networking events 
   • Mimouna 
   • Zikaron Basalon Event 
   • Ratzim Lezichram 
   • Any YLD programs that help connect community members to the Federation’s mission

QUALIFICATIONS 

Knowledge, Skills, Abilities and Personal Characteristics

This position requires a highly organized and detail-oriented individual able to work under multiple deadlines and supervisors.   

1. Experience with Microsoft Office applications. 
2. Ability to organize work, engage in a variety of tasks simultaneously, and consistently meet deadlines. 
3. High attention to detail, follow-up, self-motivated, proactive, and solution focused. 
4. Demonstrated customer services skills. 
5. Ability to express self effectively and concisely, both orally and in writing.  
6. Ability to tactfully and effectively deal with public and staff in a personable and professional manner.  
7. Maintain a high level of energy and consistent positive attitude. 

 Education, Training and/or Experience

1. Minimum of a high school diploma or GED required. 
2. 2 years of administrative assistant work experience. 

ABOUT THE FEDERATION

The Jewish Federation of Cleveland is the only organization in Cleveland that focuses on the health and vitality of the entire Jewish community. For more than 120 years, the Federation has created the critical scale necessary to drive meaningful social change and provide relief in times of crisis in ways no one person or organization could do alone. As Jewish Cleveland’s hub for innovative solutions and collaborative services, the Federation is able to change and improve lives in Cleveland, Israel, and around the world.