Administrative Assistant

Administrative Assistant

American Friends of Meir Panim (AFMP)

Location: Brooklyn, NY
Schedule: Hybrid, with a minimum of three days per week in the Brooklyn office on Tuesdays, Wednesdays, and Thursdays. The position offers the flexibility to work from home most Fridays. The office closes early on Fridays in observance of Shabbat.
Experience: Minimum of 2 years of relevant experience
Education: Bachelor’s degree preferred

About American Friends of Meir Panim

American Friends of Meir Panim (AFMP) is a 501(c)(3) nonprofit organization dedicated to supporting Meir Panim’s mission of serving Israel’s most vulnerable populations, including Holocaust survivors, displaced families, and individuals and families experiencing food insecurity. Through our network of restaurant-style soup kitchens, food distribution programs, and other humanitarian initiatives, Meir Panim provides essential assistance while preserving the dignity of those in need.

We are seeking a reliable, organized, and detail-oriented Administrative Assistant to support our team and help keep daily operations running smoothly. This position plays an important role in both office administration and donor services, providing essential support to our Operations and Development teams. The ideal candidate is personable, proactive, and comfortable managing a variety of responsibilities in a collaborative nonprofit environment. From answering phone calls and assisting donors to preparing donation receipts and maintaining accurate records, this individual will help ensure that our office operates efficiently and that our donors receive excellent service.

Key Responsibilities

Administrative and Office Support

• Provide general administrative and clerical support to the team to ensure smooth day-to-day operations.
• Assist with scheduling, filing, document preparation, and general office organization.
• Manage incoming and outgoing mail, including preparing correspondence and organizing mailings.
• Maintain organized files, records, and office documentation.
• Assist with special projects and other administrative responsibilities as needed.
• Provide administrative assistance to the Chief Operating Officer (COO) and Chief Development Officer (CDO) as needed.

Donor Services and Development Support

• Prepare and mail donor acknowledgment letters, donation receipts, and other donor correspondence accurately and in a timely manner.
• Send receipts, reports, and relevant documentation to donors as requested.
• Serve as a point of contact for donor inquiries, helping resolve routine questions and directing more complex concerns to the appropriate team member.
• Enter, update, and maintain accurate donor information and contribution records in the organization’s systems.
• Assist with donor database management and general recordkeeping.
• Support fundraising campaigns, donor mailings, and other development initiatives as needed.
• Help prepare materials, reports, and correspondence for the Development and Communications teams.
• Assist with donor stewardship and other fundraising-related administrative tasks.
• Provide support for in-person fundraising events as needed, including event preparation, materials organization, guest assistance, and on-site logistical support.

Telephone and Customer Service

• Serve as the first point of contact for incoming phone calls and general inquiries.
• Answer calls professionally and provide courteous, helpful customer service to donors and members of the public.
• Respond to routine donor questions and concerns, escalating more complex issues to the appropriate staff member when necessary.
• Direct incoming phone calls and emails to the appropriate team members in a timely and professional manner.
• Take accurate messages and ensure that inquiries receive appropriate follow-up.
• Maintain a welcoming and professional presence when communicating with donors, partners, vendors, and other contacts.

Cross-Departmental Collaboration

• Provide administrative and development support as needed by the COO and CDO.
• Assist the Operations and Development teams with projects, reports, correspondence, and other day-to-day responsibilities.
• Collaborate with colleagues to ensure tasks are completed efficiently and accurately.
• Adapt to changing priorities and provide additional support where needed.
• Assist with occasional in-person fundraising events and other organizational activities as required.

Required Qualifications

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