Facilities Coordinator

As the major instrument of Jewish philanthropy and engagement in the Detroit area, we are a community-driven organization committed to taking care of the needs of the Jewish People and building a vibrant Jewish future, in Metropolitan Detroit, in Israel and around the world.

The Jewish Federation of Metropolitan Detroit seeks an experienced Administrative Assistant/Facilities Coordinator to provide top-notch administrative and clerical support in a fast paced non-profit real estate environment.

Administrative Support

• Perform high-level, confidential and administrative support functions for the Director of Real Estate Services and the other professionals within the Real Estate area.
• Exercise good common sense, judgment and discretion in handling confidential and sensitive material.
• Answer incoming calls for professionals, screen and route calls and emails as required.
• Compilation and maintenance of department program data bases, including the real estate library.
• Maintain the Director’s calendar, schedule meetings, appointments, arrange catering, book rooms, conference calls and make travel arrangements.
• Interface with Finance and accounts payable for all transactions. Prepare, organize and maintain records for expense reports, check requests, and contracts for review and signing by Director.
• Provide administrative support for coordinating meetings, documenting minutes, formatting, distributing and maintaining documents for the Real Estate Committee and related sub-committees and the Capital Needs Division Committee.
• Coordinate with Marketing and IT on various program/event materials.
• Schedule presentation and vendor meetings, follow-up of RFPs.
• Assist with creation, implementation and follow through for presentation, reporting and communication materials.
• Responsible for assisting with all aspects of event planning.
• Prepare general correspondence and electronic correspondence.
• Process incoming and outgoing mail.
• Coordinate switch board staffing back up.
• Keep Committee lists up to date along with updating staff directories.
• Look up contact information and gift amounts in Raiser’s edge when needed.
• Provide excellent internal and external customer service in a responsive and timely way.
• Assist with administrative duties as needed for Real Estate Department staff.
• Using Microsoft Outlook, Word, and Excel for daily communications and tasks.
• Administer real estate library and maintain hard copies of all files.
• Perform other assignments as needed.

• High School diploma; prefer college degree
• A minimum of three years of prior administrative assistant experience.
• Proficient in Microsoft Outlook, Word, Excel, and Power Point, Raisers Edge, Social Media, Google Docs, Microsoft Office 2010 and internet navigation
• Confidentiality a must
• Professional, well-organized and detail-oriented
• Thrives in a fast pace environment
• Strong work ethic and willingness to do what it takes to get the job done
• Excellent communication, people skills and customer service
• Adept at multi-tasking and working in a fast-paced, team-oriented environment
• Strong interpersonal skills and positive attitude
• Excellent oral and written communication skills with proficiency in grammar
• Must be focused with attention to detail and have a strong sense of urgency