Office Manager/Administrator

The Manager/Administrator maintains the Director’s daily schedule, meetings, and transportation requirements; greets and assists visitors and delegations; and organizes all aspects of the Director’s travel, and events.

This position makes an impact at AJC by managing work with moderate, but important impact on the organization's mission and goals. Works with regular oversight to solve moderately complex problems and make moderate and significant decisions.

Your Role

Administration & Customer Service:

• Answer the general telephone, greet guests, handle incoming and outgoing mail, and reply to general email
• Prepare meeting materials, arrange meeting room set-up and technology, manage catering and any other essential meeting details
• Manage office files and documents, and office inventory for office supplies and marketing materials
• Organize logistics for AJC missions to the region, including lodging, ground transportation, meals, security, and meetings with officials, dignitaries and other contacts.
• Coordinate travel logistics for the Director and for speakers and guests, as needed.
• Manage event schedules, logistics, catering, security, etc.; assist with set up of events and post-event clean up; ensure proper IT technology is available and working
• Serve as liaison to AJC accountant, lawyer, auditor, municipal authorities, vendors, suppliers.
• Serve as liaison for IT, telephone and cell phone services, and headquarters IT department; assist with ordering IT equipment; assist with scheduling repairs and service; may assist with computer set-up, updates and back-ups.
• Serve as liaison for HR, security and facilities with local providers and headquarters.
• Manage local newsletter, website, social media and other forms of communication with stakeholders and the public

Finance/Accounting:

• Manage petty cash and process payments for invoices; make wire transfers
• Review financial statements and other reports requested.
• Make deposits and manage AJC bank account and statement reconciliation.
• Manage vendor/supplier contracts and related financial transactions; keep records of payments
• Manage vendor selection processes, negotiate terms
• Reconcile monthly corporate credit card and expense reports for the Director
• Supply headquarters finance department with monthly financial report
• May be the point person for tax authorities, headquarters tax office and leasing.

Human Resources (HR):

• Track attendance; ensure payroll compliance
• Handle reporting to headquarters
• May assist with recruiting and hiring of staff; job postings
• Coordinate assignments of interns and freelancers, if applicable

Building/Facilities/Security:

Ensure the safety of staff by enforcing office security policies and working with the Director of Security at headquarters.

Supervisory Role

Individual contributor

Education, Training, and Experience

• Bachelor's degree
• Minimum of 4 years of experience and proficient job skills and knowledge

Knowledge, Skills, and Abilities

• Passion for the mission, goals, and objectives of AJC
• Fluent in German
• Committed to AJC’s core values: respect, accountability, integrity, innovation, and collaboration
• Particularly customer-service oriented.
• Knowledge of political and institutional processes and diplomacy
• Proficiency in Hebrew is a plus.
• Capacity to work on multiple tasks and projects simultaneously and set priorities.
• Strong attention to detail.
• Excellent written, verbal, listening and communication skills; fluency in written and spoken English.
• A demonstrated commitment to the highest ethical standards and values consistent with those of AJC.

Physical Demands

Office employees:

• Remaining in a stationary position, often sitting or standing for prolonged periods
• Repeating motions that may include the wrists, hands, and/or fingers
• Communicating with others to exchange information
• Moving about to accomplish tasks or moving from one worksite to another

Disclaimers

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute a contract between the employer and employee and is subject to change by the employer as the needs of the employer and the requirements of the job change.

Compensation

The salary for this position is 55,000 Euro – 75,000 Euro depending on relevant experience and location.