Operations and Administrative Coordinator Holocaust Memorial Miami Beach

Job Description

Reports to: CEO

Employment Status: Full-time / Non-Exempt 

Essential Functions and Responsibilities

• Assist in planning and executing committee meetings, including sending notices, managing logistics, and recording minutes.
• Coordinate logistics for in-person and virtual events, including venue reservations, catering, RSVP tracking, and reporting.
• Collaborate with the Holocaust Memorial team to track and report on private and public grants, maintaining accurate records of funds expended.
• Ensure timely and accurate reporting to funders, including document production and narrative updates in coordination with bookkeeping.
• Provide administrative support, including scheduling meetings, managing calendars, data input, and running reports from the CRM.
• Manage incoming calls, correspondence, and communications with vendors.
• Administer general ledger coding for Accounts Payable invoices.
• Update mailing lists and teacher databases.
• Write thank-you letters to donors and proofread documents.
• Answer and transfer phone calls when necessary.
• Provide visitors with excellent customer service.
• Order office supplies and coordinate maintenance for office equipment.
• Manage and update social media platforms to enhance community engagement and outreach.

Qualifications and Competencies

• Bachelor's degree preferred.
• Minimum 4 years relevant experience or an equivalent combination of education and experience.
• Excellent telephone and customer service skills are required.
• Excellent written and verbal communication skills, with a strong command of English grammar. Spanish-language skills are a plus.
• Proficient with Microsoft Office Suite (Outlook, Word, Excel).
• Strong organizational skills with the ability to multitask and prioritize tasks effectively
• Attention to detail and problem-solving skills
• Ability to work independently in a fast-paced environment and adjust to changing priorities while maintaining a positive attitude.
• Discretion in handling sensitive information and materials.
• Knowledge and understanding of Jewish culture and the Holocaust is desired.

Physical Requirements

EOE Statement

As an Equal Opportunity/Affirmative Action Employer, the HMMB celebrates and welcomes people of all identities and backgrounds. All qualified applicants will receive consideration for employment without regard to sex, sexual orientation, gender identity, gender expression, race, color, religion, disability, national origin, age, marital status, familial status, pregnancy, genetic information, ancestry, citizenship status, veteran status, actual or perceived status as a victim of domestic violence, dating violence, or stalking.

About The Holocaust Memorial Miami Beach