Careers

Current Job Openings

Office Assistant

Date: May 2017
Schedule: Part-time
FLSA Status: Non-exempt
Supervisor’s Title: Executive Director

SUMMARY

The Office Assistant for the American Jewish Historical Society (AJHS) will be an enthusiastic self-starter who can handle a wide range of administrative and executive support related tasks. They will provide support to several departments and should be able to manage multiple assignments and priorities. They will have experience managing a dynamic office in a fast paced environment. Ability to jump in and figure out issues when they come up is essential.

The Office Assistant (OA) is responsible for efficient external/internal communications, maintaining office materials and equipment, and assisting senior management. The OA will provide support directly to the Executive Director and will be a true team player in the office. The individual responds to and/or redirects external calls, mail and other communications; ensures that employees have adequate supplies and that these are ordered and stocked in a cost-effective and well-organized manner.

The primary hours of work will be Monday-Thursday 8:30 am – 4:30 pm with possible overtime as needed. This is an hourly paid position with a range of $15-18/hour, DOE.

Founded in 1892, the American Jewish Historical Society is the oldest national ethnic historical organization in the United States. AJHS' library, archives, photograph, and art and artifacts collections document the American Jewish experience. AJHS is one of five partner organizations at the Center for Jewish History in New York.

ESSENTIAL FUNCTIONS (approx. 80%):

  • Answer and redirect incoming phone, email and mail inquiries. Prepare outgoing mail including general correspondence and package shipments.
  • Coordinate with vendors to ensure that office and kitchen supplies are always on hand and well organized including customized stationery, business cards, and plaques.
  • Manage Executive Director’s calendar. Schedule all appointments, travel, public programming, and other meetings with detail.
  • Maintain accurate electronic and hard copy versions of contact lists for Board, Overseers, Academic Council, et al.
  • Handle quarterly Board meeting packet, correspondence, minutes, and set-up.
  • Process all invoices and credit card reconciliations by gathering receipts and coordinating with staff accountant.
  • Keep copies of all contracts and pay schedules to ensure bills are paid on time. Includes incoming expected payments and outgoing monthly payments.
  • Track paid time off for all employees include sick, personal, and vacation.
  • Manage office calendar to include holidays, staff out of office, birthday, and meetings.
  • Update and manage personnel files.

ADDITIONAL RESPONSIBILITIES (approx. 20%):

  • Submits facilities requests for maintenance issues, room reservations, technical assistance, copier repair, etc.
  • Assists with special events and program planning.
  • Other tasks as assigned.

QUALIFICATIONS:

Bachelor's degree or three years of administrative experience. Experience in or desire to work for a non-profit organization is desirable.

SKILLS AND ABILITIES:

High level of attention to detail, with strong commitment to accuracy. Excellent written and verbal communication skills. Proficiency in MS Word, Excel, PowerPoint and Outlook; preferred knowledge of web-communications technologies. Experience or interest in social media, graphic design, and/or Raiser’s Edge a plus.

TO APPLY

Please send your resume, a detailed cover letter including hourly wage requirements, to jobs@ajhs.org with the subject line "Executive and Office Assistant Application"