Administrative Coordinator/Development Associate

San Francisco, CA

Overview of AJWS

American Jewish World Service (AJWS) is the leading Jewish organization working to pursue justice and fight poverty in the developing world. By supporting hundreds of social change organizations in 19 countries, we respond to the most pressing issues of our time—from disasters, genocide and hunger, to the persecution of women and minorities worldwide. With Jewish values and a global reach, AJWS is making a difference in millions of lives and bringing a more just and equitable world closer for all.

Overview of Regional Office

Led by the Executive Director of the Western Region, AJWS’s San Francisco office (a team of four) is responsible for overseeing and implementing the vision of AJWS in the San Francisco Bay Area and Western Region. The team is responsible for revenue generation through major gifts, raising community awareness, increasing brand recognition through special events and targeted communications, and building relations with organizations and key opinion leaders in the Jewish community to achieve lasting policy change.

Position Overview

The Administrative Coordinator and Development Associate is a vital member of a fast-paced, high-energy team alongside a Development Officer, an Associate Director and under the leadership of the Executive Director. In addition to providing crucial executive and administrative support, the Administrative Coordinator and Development Associate plays a key role in office management, special event support and support of the development team efforts.

Responsibilities Include, but not limited to:

Executive Support

  • Manage Executive Director’s calendar and scheduling, including all internal and external meetings
  • Communicate directly with donors to schedule and confirm meetings
  • Monitor Executive Director’s incoming emails and provide editing for outgoing emails
  • Coordinate Bay Area/Western Region travel logistics, private meetings and speaking engagements for AJWS senior staff, special visitors (including AJWS grantees) and for SF Development team when traveling
  • Prepare materials and briefings for AJWS senior staff, special visitors and travelers
  • Support Executive Director to plan, curate content, edit and coordinate bi-monthly regional newsletter
  • Liaise with Bay Area board members to set up meetings and provide board members with support as needed
  • Coordinate thank you gifts and/or notes for donors and senior staff as needed

Office and Administrative Support

  • Under the direction of the Executive Director, provide (as needed) additional support to the San Francisco staff including but not limited to: research projects and other administrative tasks, scheduling meetings, managing requests from major donors and board members, generating reports and coordinating targeted communications to key constituents
  • Manage all general office operations, including ordering supplies, responding to general requests, phone calls and visitors, and overseeing the local inventory of AJWS publications, collateral materials and pantry items
  • Manage the San Francisco office calendar, coordinate weekly staff meeting agendas and provide other conferencing and technical support for the office
  • Liaise with National Office in New York to ensure smooth functioning of administrative and operational systems. Departments may include IT, Finance, Human Resources, Communications, Programs, and Development Operations
  • Create, implement and monitor the San Francisco and Western Region budget with support from the Executive Director
  • Manage AJWS San Francisco social media presence
  • Provide donor database support (currently Raiser’s Edge), including data entry, donor and prospect research and donor list management
  • Coordinate all finance administration including accounts payable requests, expense reports and vendor contracts
  • Liaise with building management and facilities team
  • Support the Institutional Giving team with grant writing for gifts under $50K.

Special Event and Development Support

  • Organize constituent lists for events and personal appeals to Bay Area and Western Region constituents
  • Work closely with the San Francisco team to manage event timelines, deadlines, outreach and vendor contracts
  • Coordinate and submit requests for event invitations and promotional materials (including printed collateral and digital media) via the Communications Department in New York
  • Coordinate event recruitment through social media, email blasts, tracking RSVPs and assisting in follow-up with key donors and prospects
  • Plan, organize and coordinate set-up of event materials, food and beverage catering, and any other supplies or equipment
  • Provide on-site staffing at events in a variety of essential tasks such as: greeting guests and speakers, registering new guests, collecting ticket payments and donations, and helping to ensure a smooth program for the event
  • Provide administrative support for local meetings, including board meetings

Qualifications:

  • Bachelor’s degree (or equivalent) and a minimum of three years of administrative or office management experience required
  • Thorough knowledge and proficiency in Microsoft Office applications
  • Superior written communications skills, time management and organizational skills
  • Comfort learning and using a variety of online technologies and applications
  • Ability to self-start, working independently as well as part of a team, on multiple complex projects and priorities
  • Ability to articulate and represent the organization in an outward facing role with donors, board members, community members, etc.
  • Strong interest in and commitment to global human rights
  • Professional, enthusiastic, flexible attitude and demeanor
  • Previous experience with Raiser’s Edge, Salesforce or a similar database preferred
  • Previous NGO/nonprofit-sector experience preferred
  • Familiarity with Bay Area Jewish Community preferred
  • Ability to work occasional nights and weekends for special events
  • Must be able to lift up to 20lbs on occasion
  • Ability to travel to New York headquarters 1 -3 times per year for staff trainings and retreats

Additional Considerations:

People of color; lesbian, gay, bisexual, intersex, trans and gender non-conforming people; women; and differently abled people are encouraged to apply. We also encourage applications from people of diverse religious, spiritual and cultural backgrounds.

Authorization to work in the US is required.

How to Apply:

For immediate consideration, apply below.

Applications submitted without a resume and personalized cover letter will not be considered.

We thank you for your interest in career opportunities with AJWS. Due to high volume, only those candidates selected for an interview will be contacted. No phone calls please.