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 plays a vital role in strengthening community engagement and volunteerism throughout the Jewish Federation of Palm Beach County. As a key support professional for both the Community Engagement Department and the Kohl Jewish Volunteer Center (KJVC), this position ensures that programs, events, and strategic initiatives run smoothly and effectively. 

The Administrative Assistant contributes to the overall mission by providing exceptional administrative, logistical, and operational support that enables the Federation to deliver high-quality community experiences and meaningful volunteer opportunities. 

Within the Kohl Jewish Volunteer Center, the Administrative Assistant helps coordinate signature events such as 8 Days 8 Ways, MLK Day of Service, Good Deeds Day, My Mitzvah, and Reading Express, along with year-round service opportunities. 

The role supports volunteer recruitment and retention, manages communications with volunteers, and ensures that core volunteer programs are implemented with care and efficiency. In the broader Community Engagement portfolio, the Administrative Assistant supports initiatives such as the Pride Festival and Parade, Community-Wide Shabbat, Jewbilee, outreach activities, and a wide range of Federation-led events that strengthen belonging, connection, and Jewish identity across the Palm Beaches. 

This position also collaborates with the Planning Department, offering support for department-wide initiatives, shared projects, administrative needs, and support for the Scholar in Residence as needed. 

The Administrative Assistant interacts regularly with volunteers, community members, staff, partner agencies, and vendors. This role requires excellent communication, strong organizational skills, outstanding computer proficiency, and comfort thriving in a fast-paced environment with frequent evening and weekend events. The ideal candidate is detail-oriented, proactive, and committed to delivering exceptional support that advances Federation’s mission and values. 

Essential Duties and Responsibilities 

Administrative and Department Support 

• Provide comprehensive administrative support for all Community Engagement and KJVC initiatives. 
• Assist with scheduling, meeting coordination, Zoom logistics, agenda creation, and preparation of materials. 
• Create and manage Work Zones, timelines, and project management tasks to ensure initiatives remain on track. 
• Process purchase orders, requisitions, invoices, contracts, and expense reports. 
• Enter and maintain participant, volunteer, and program information in the CRM with accuracy and consistency. 
• Coordinate departmental calendars, deadlines, and communication with other Federation departments. 
• Perform general clerical duties including data collection, filing, copying, mailing, and supply management. 
• Provide administrative support for Planning Department projects as needed, including support for the Scholar in Residence. 

Kohl Jewish Volunteer Center (KJVC) Support 

• Support core volunteer programs including recruitment, scheduling, communication, and follow-up. 
• Assist with maintaining volunteer records, tracking participation, and generating reports. 
• Support KJVC’s service initiatives and partnerships with local agencies and community organizations. 
• Ensure volunteers feel welcomed, valued, and well-informed through consistent communication and on-site support. 

Event and Program Support 

• Assist with planning, logistics, communication, and day-of coordination for all volunteer and community engagement programs. 
• Manage event logistics including venue reservations, catering, audiovisual needs, supplies, signage, and name badges. 
• Prepare registrant lists, data exports, mail merges, and participant materials. 
• Attend and staff programs, outreach events, and volunteer projects, support setup, registration, hospitality, and breakdown. 
• Support collection of program data, evaluations, and follow-up communication. 
• Ensure every participant and volunteer has a welcoming and meaningful experience. 

Committee Support 

• Provide administrative and logistical support for KJVC committee meetings. 
• Manage scheduling, reminders, agenda preparation, and distribution of materials. 
• Communicate regularly with committee members and foster strong volunteer relationships. 
• Take notes or formal minutes and track follow-up items to support implementation. 

Shared Office Responsibilities 

• Provide backup support for general office operations as needed. 
• Other duties as assigned. 

Qualifications and Success Factors 

• High School diploma required; additional administrative or event-support experience preferred. 
• Two or more years of administrative support, event coordination, or nonprofit experience preferred. 
• Excellent customer service, written communication, and verbal communication skills. 
• Strong organizational skills with exceptional attention to detail; ability to manage multiple tasks simultaneously. 
• Strong interpersonal skills and the ability to work independently and as part of a team. 
• High level of computer proficiency, including Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams) Zoom. 
• Preferred: Experience with Canva, CRM systems, and event management platforms. 
• Experience working with volunteers or committees is a plus. 
• Must be able to lift and carry 25 lbs. and assist with event setup. 
• Must maintain a valid Florida driver’s license. 
• Must pass a Level 1 background check. 
• Must be available to work evenings and weekends as required for events. 

Work Environment: 

• Position is eligible to work from home occasionally in accordance with Federation policies. When working from home, employee must: 
• Follow all Federation policies and procedures, 
• Be available to other employees during Federation’s normal business hours, 
• Not work from a public place (e.g. coffee shop, library, etc.) and/or join a public, unsecure wi-fi network when working with sensitive or confidential information, 
• Coordinate with IT department to maintain appropriate computer equipment and connectivity. 

Pay Rate: 

In addition to benefits, the hourly rate for this role begins at $27 per hour. We benchmark our compensation for new hires in relation to the role, level, and role location; however, we consider a multitude of factors, to include relevant experience, skills, and education/training, to determine compensation levels. 

The 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 the Federation’s discretion. Employment is at-will, and this job description is not an employment contract, and nothing herein shall be deemed to create in any way whatsoever an employment contract.