Executive Administrative Assistant

Location: Encino, CA

Type: Full Time

Min. Experience: Experienced


Western Regional Office

American Friends of the Hebrew University (AFHU, is a national, not-for-profit organization that provides programs, events and fundraising activities in support of the Hebrew University of Jerusalem, Israel’s foremost center of higher education and research.  Since its inception, Hebrew University’s scientists, scholars and researchers are committed to solving the most pressing global challenges of our time.       

The Executive Administrative Assistant will report to the Executive Director of the Western Region and will be an integral part of a fundraising team.


  • Working in collaboration with Regional Executive Director on all aspects of fundraising, cultivation and events
  • Administrative support for Executive Director and Development Executives including but not limited to making travel arrangements, limited IT support, answering the telephone, processing mail, etc.
  • Draft, type, and edit correspondence, proposals and other documents as needed
  • Maintain Regional Director’s schedule and Regional calendar
  • Prepare and maintain itineraries and folders for all visiting HU professors, AFHU visitors and other dignitaries
  • Prepare Donor Plans for professional review
  • Prepare acknowledgement letters for donors, event chairpersons, etc.
  • Perform tasks related to mailing lists, responses, reservations, and seating, including creation of individual lists for Board members; tracking responses and reservations, and preparation of place cards, name tags, seating lists, and thank you letters
  • Conduct research on donors to assist Executive Director and other development professionals prepare for meetings and/or presentations Copy and file documents, and maintain filing and organizational systems
  • Generate statistical reports as needed by Executive Director and Development Executive staff
  • Assist in the creation of timelines, agendas and scripts, and ensure that other support staff follow the agendas and adhere to deadlines for events
  • Research appropriate venues for events, at the direction of the development professional, and report on available dates and costs
  • Communicate as necessary with vendors, ensuring timely delivery of food, flowers, and other event-required material
  • Assist in the development of tribute journals, including, as necessary, organizing ads, proofreading, billing the advertisers, and working with the printer
  • Compile and revise mailing lists
  • Maintain statistics, and review them with responsible development professional after the event
  • Prepare Board Meeting materials as requested
  • Run analytical database reports
  • Special projects as assigned

Knowledge, Skills and Ability:

  • Must have excellent analytical and writing skills; be self-motivated, and able to work under pressure in a fast paced environment
  • Superior organizational skills and exceptional attention to detail
  • Excellent interpersonal and communication skills, both written and verbal
  • Ability to prioritize and effectively manage concurrent processes/projects
  • Creative individual with the ability to work independently and as part of a team
  • Willing to handle diverse workload, with a high degree of flexibility
  • Ability to collect, process and synthesize large quantities of written information
  • Professional appearance/demeanor and ability to handle confidential materials
  • Must be able to interact with all levels of staff, volunteers, donors, and the public
  • Excellent skills, including database management and website editing (not design)

Required Qualifications

  • Bachelor's or associate degree or equivalent experience
  • 5-7 years of related experience
  • Typing skills with at least 50 WPM
  • Advanced proficiency in Microsoft Windows XP and Microsoft Office applications, including Word, Excel, PowerPoint Outlook
  • Proficiency in Adobe Acrobat
  • Knowledge of design applications such as Canva preferred
  • Strong writing and internet research skills
  • Ability and willingness to work cooperatively and positively with others

AFHU offers a competitive salary and a comprehensive benefits package including but not limited to Medical and Dental Insurance, Flexible Spending Accounts, 403B Retirement Savings Plan, TransitChek Program, Employee Assistance Program as well as a generous time off/holiday policy.

To apply, please visit: http://www.afhu.org/careers
AFHU is an equal opportunity employer.

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