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Posting Date |
02/12/2024 |
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Job Title |
(JCF) Office Administrator |
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Reporting to |
President & CEO and Chief Financial Officer (CFO) |
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Salary Range |
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Agency |
Jewish Community Foundation of Montreal (JCF) |
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Job Summary |
The Office Administrator is responsible for providing support to the President & CEO, CFO, other team members, as well as take responsibility for certain administrative tasks for the Foundation. This role involves a variety of administrative, client support, and data management tasks to support the smooth functioning of the organization. |
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Duties and Responsibilities |
Administrative Duties • Greet clients and visitors • Assist CEO and other team members with Client Relationship Management (CRM) tracking • Schedule and manage all office meetings, zoom calls, doodles including in person meetings admin duties (coordinating presentation set up, room setup, food/drinks etc.) • Answer general phone calls and transfer to the right team member. • Open and distribute mail daily. Scan all necessary mail to the appropriate folders in the system. • Coordinate ordering business cards, stationary, office supplies • Generate reports as needed • Prepare mailings where required including quarterly fund statements. • Download broker and manager statements monthly for all investments, and bank statements, and file accordingly. • Coordinate, update and finalize Philanthropic Advisor presentations to be used at discussion with various firms/professional bodies. • Manage Accounts Payables. Events • Run necessary email/mailing lists for events • Onsite support at events such as check-in guests, logistical support, event admin support • Post event support- track RSVPs, unsubscribes etc. Data Entry and Maintenance of Data Integrity • Create and manage client profiles and agreements in accounting system. • Ensure that documents are correctly filed and archived and maintain the JCF principal filing system. Client Support Function • Read community news and keep a running list of donors/donor families who may have significant life events (death of a loved one, marriage, birth of children/grandchildren/Bar or Bat Mitzvah) so we can use these moments (where appropriate) to properly correspond with our clients. • Coordinate the opening of new Bnai Tzedek Funds – sending notification emails to the child and their parents, setting up new profiles. • Process credit card gifts including information on new donors. • Prepare tribute cards, holiday cards and appropriate lists for fund holders. |
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Education, Knowledge and Skills |
• Superior communication and organizational skills, detail oriented, discreet, conscientious, capable of taking initiative and ability to multitask. • Autonomous, with ability to work effectively as a member of a team. • Customer-service oriented and able to maintain the confidentiality of sensitive information. • Ability to work in Windows environment; good knowledge of Word (format documents, do mail merges, create macros), Excel (create spreadsheets and charts, use mathematical and financial functions), and Outlook (manage and organize e-mail messages, schedules, tasks, contacts, and other information). Basic knowledge of Access, PowerPoint, Acrobat Reader, and ability to learn new software. |
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Application Procedure |
Interested candidates may submit their resume by email to: Wendy Grossbaum [email protected] |
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Notes |
This position is an in-office position. |
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