Administrative Assistant- Security

Description

Position:  Administrative Assistant 

Reports to:  Director of Community Security 

FLSA Classification: Non-exempt

Full/Part Time: Full-time 

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 Assistant is responsible for office administration while working within the mission, vision, and core values of the Federation. The Administrative Assistant will have close interaction with volunteers and other professional staff, and excellent customer service is essential. 

Essential Duties and Responsibilities:

· Provides administrative support for Director of community security. 

· Coordinates necessary administrative tasks for programs/events, including food orders, scheduling, reserving rooms, obtaining GL codes, booking hotels, requesting IT services, etc. 

· Maintains and updates records.

· Create expense reports as needed

· Subject Matter Expert on IT systems – Concur, Paylocity, Bernie Portal and Microsoft Office Suit (Word, Excel, Outlook, PowerPoint, Teams). 

· Able to work in a fast-paced environment where things can come up suddenly that require immediate attention. Needs to be planful, organized and can multi-task. Attention to detail and accuracy are essential. 

· Strong communication skills. 

· Professional Demeanor and customer service focused. 

· Occasional after-hours meetings and events. 

Shared office duties:

· Providing backup support for general office duties, including but not limited to:

o Opening and distributing mail

o Ordering supplies

o Providing administrative support for events

· Other duties as assigned.

Qualifications and Success Factors:

· High School diploma required. Preference for associate degree or greater in one of the following areas: Criminal Justice, Commercial Security, Legal Studies, Non-profit Management, Business Administration, or similar. 

· Five or more years administrative experience or equivalent combination of education, experience and skills required.

· Excellent customer service skills and professionalism required.

· Excellent written and verbal communication skills required.

· Excellent organizational skills with high attention to detail and ability to multi-task, prioritize and manage multiple projects.

· Strong interpersonal skills and ability to work independently and cooperatively within a team.

· Strong work ethic and a purpose-driving commitment to the mission of Federation.

· Strong knowledge of basic office computing, including MS Office (Outlook, Word, Excel, PowerPoint, Teams), Zoom and basic database skills required.

· Experience scheduling meetings and managing multiple calendars.

· Ability to work in a fast-paced environment, meet deadlines, prioritize tasks, multi-task, respond to urgent matters, and pay attention to detail.

· Ability to take and adapt to constructive feedback.

· Must be able to handle confidential data with sensitivity and discretion. 

· Must be able to pass Level 1 background check.

· Must maintain valid Florida driver’s license.

· Must be able to work the occasional off-shift hours including nights and weekends, as needed.

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 office in West Palm Beach, providing a professional and welcoming environment for both staff and visitors. The building is secured during business hours with dedicated safety personnel to help ensure a safe and supportive workplace.

Federation prioritizes employee well-being and professional growth through a collaborative culture and a dedicated employee wellness program that promotes physical, mental, and emotional health. Employees also benefit from a wide range of professional development opportunities, including in-house courses through Federation University, cross-departmental trainings, conference participation, professional certifications, and involvement in fellowships and leadership cohorts.

This position is eligible to work from home occasionally in accordance with Federation policies and supervisor approval. When working remotely, the employee must:

• Follow all Federation policies and procedures.
• Be available and responsive to colleagues during Federation’s normal business hours.
• Not work from public locations (e.g., coffee shops, libraries, etc.) or connect to unsecured public Wi-Fi networks when handling sensitive or confidential information.
• Maintain appropriate computer equipment, a secure internet connection, and a work environment that supports productivity and confidentiality.

Employees of the Federation also enjoy a comprehensive benefits package designed to support health, financial security, and work-life balance, including:

Health & Wellness Benefits
• Comprehensive health coverage including medical, dental, and vision plans
• Disability and life insurance coverage
• A dedicated employee wellness program focused on overall well-being

Time Off & Work-Life Balance
• Generous paid time off
• Paid Jewish and U.S. holidays
• Early office closings on Fridays in observance of Shabbat
• Early closings on many holiday eves

Financial Benefits
• 401(k) retirement plan with employer contribution
• Pre-tax benefits including Flexible Spending Accounts (FSA) and Health Savings Accounts (HSA)

Pay Rate

In addition to the benefits outlined above, the hourly pay for this role begins at $27.00 per hour. 

Federation benchmarks compensation for new hires based on the role, level, and geographic location. Final compensation is determined by a variety of factors, including relevant experience, skills, and education or training.

Jewish Federation of Palm Beach County is an Equal Opportunity Employer.

The duties and responsibilities described are not a comprehensive list and additional tasks may be assigned to the employee from time to time at Federation’s discretion. Employment is at-will, and this job description is not an employment contract. Nothing herein shall be deemed to create in any way whatsoever an employment contract.

Requirements

• High school diploma
• Five or more years administrative experience or equivalent combination of education, experience, and skills required. 
• Excellent customer service skills
• Strong work ethic
• Must be able to handle confidential data with sensitivity and discretion