Full Time

Executive Assistant/Database Manager

Jewish Federation of Madison 6434 Enterprise Lane, Madison WI

FLSA Status: Non-exempt

Job Purpose:
We are seeking a warm, friendly, person to join our team to become the Executive Assistant/Database Manager.

The Executive Assistant/Database Manager provides advanced administrative support for the Jewish Federation of Madison (JFM) Executive Director and the organization by providing a wide range of administrative, organizational support including preparing documents for meetings, assisting with internal and external communications and coordinating and recording data functions for annual fundraising campaign and other related activities.

Primary Responsibilities:

• Manage the office systems for Executive Director and other staff members including managing the calendar and coordinating meetings.

• Maintains an organized system of tracking and prioritizing tasks for the Executive Director and staff; Maintains an organized file system.

• Serves as a liaison and primary office contact for internal and external stakeholders

• Manages Executive Committee and Board of Directors and JFM’s committee meetings, including keeping records of minutes and materials necessary for each meeting. Tracks board members terms and rosters and keeps up-to-date contact information in database.

• Drafts and/or edits correspondence and reports for Executive Director and other staff members as needed. • Purchases and organizes materials and locations for all special programs and events

• Provides support for committee chairs

• Manages all campaign correspondence including direct mail solicitations, pledge receipts and thank you notes.

• Regularly produces relevant campaign reports Meticulously maintains important notes in database

• Assists Executive Director with budgeting and communications

• Assists Executive Director in mapping and carrying out stewardship program

• Is primary liaison to staff members and programs


To perform this job successfully, an individual must be able to perform each primary duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary functions. 

Education and Experience:

• Four-year degree or equivalent experience and training preferred

• At least two years office experience

• Must be willing to attend seminars and training in database system Knowledge, Skills and Abilities Required

• Ability to draft complex business documents

• Proficiency with Microsoft Office Suite (Word, Excel, Powerpoint and Outlook). Familiarity with databases, particularly Raiser’s Edge, desirable.

• Strong attention to detail in composing, typing and proofing materials

• Ability to maintain high level confidentiality

• Ability to handle multiple assignments at one time

• Ability to prioritize • Ability to work under general direction

• Ability to work independently and take initiative

• Ability to collaborate with a team

• Excellent oral and written communication skills

• Ability to work with people of all ages

• Knowledge of or willing to learn Jewish holiday schedule and basic information

• Basic knowledge of business communication formats

Working Conditions and Physical Effort:

• Work is normally performed in a typical office environment

• Ability to work with basic office equipment, computer, printers etc.

• Limited physical effort required

• No or limited exposure to physical risk

• Will need to work some evenings and weekends

• May need to work at our other Campus (15 minutes drive) occasionally

• Work a regular work week (40 hours)

Must be willing to submit to a background check and possible drug screening.

Please submit a resume and a writing sample to: executivedirector@jewishmadison.org. No phone calls please. Unfortunately, we cannot offer an interview to every respondent. We will contact potential candidates within one week of receiving your resume. Position to start on March 1, 2018.

The Jewish Federation of Madison:

Our Mission

The mission of the Jewish Federation of Madison is to work toward building a strong and unified Jewish community in order to ensure the survival, well-being and continuity of the Jewish people in this area, in Israel and throughout the world. Jewish Federation of Madison acts to develop the resources and create the initiatives required to support agencies, activities, services and programs which strive to fulfill this mission.

The primary goals pursued by Jewish Federation of Madison to fulfill this mission are:

To develop human and financial resources.

To encourage and support Jewish educational programs, formal and informal, at all levels.

To support the social service needs of the Jewish community.

To affirm, support and strengthen our relationship with the people of and the State of Israel.

To enhance the quality of life for Jews in other countries and to support the migration of Jews in peril.

To maintain effective relationships and understanding between the Jewish community and the community-at-large.

To cooperate with other organizations in meeting the needs of the Jewish community.

To coordinate, plan and implement programs and services in order to maximize the effectiveness of the Jewish community and how it relates to working with the total community.

To engage in community-wide planning in order to accomplish this mission.