Executive Administrative Assistant/Bookkeeper Position Available In Palm Beach, Florida

Executive Administrative Assistant/Bookkeeper Boynton Beach Jewish Non-Profit Boynton Beach, FL Job Details Part-time $30 – $33 an hour 1 day ago Qualifications Microsoft Word CRM software Accounts receivable Google Docs Microsoft Excel Management Accounts payable WordPress Customer service Word processing Expense management Writing skills Accounting software Executive administrative support English Mid-level Microsoft Office Average typing speed (60-80 WPM) Administrative experience Bachelor’s degree QuickBooks Online Accounting Customer relationship management QuickBooks Data entry Front desk Typing Proofreading 1 year Bookkeeping Hebrew Communication skills Adobe Acrobat Marketing Full Job Description Boynton Beach Jewish non-profit seeks an experienced office administrative professional/assistant for receptionist, secretarial and bookkeeping duties. The ideal candidate is an expert communicator and multi-tasker, able to thrive in a fast-paced environment with multiple changing priorities, is quick-thinking, detail-oriented, proactive and excellent at planning, scheduling and maintaining various recurring maintenance functions on schedule, as well as managing ad-hoc urgent items. Experience with industry-specific customer relationship management (CRM) / membership management software (Rakefet / Shulcloud) is preferred. As a primary face of our charitable organization to customers, the ability to maintain a customer-focused, friendly and sensitive demeanor is paramount, always presenting a courteous and helpful demeanor when interacting with a variety of stakeholders ranging from customers and vendors to donors, clients and other key stakeholders, and handling stressful interactions or sensitive topics with grace and diplomacy. This is an in-office position. Work hours typically 9am-4pm. Remote work is not available, as visitor reception and receiving deliveries are key aspects of this role.

Please note:

This job search is not common knowledge for most of our staff, and we also have strict on-site security policies in place for visitors. We must insist on no visits without a specific invitation for an interview. Core duties of the role include: 1.) Reception & receiving: Primary in-office receptionist & point of contact 2.) Operation of the Customer Relationship Management (CRM) database system to accurately annotate customer orders, payments, and communications. 3.) Substantial bookkeeping across multiple accounting systems for two organizations. 4.) Receiving & preparing incoming & outgoing correspondence & small mailings. 5.) Managing executive & organizational calendar and appointments. 6.) Coordinating and scheduling with other staff. 7.) Supporting weekly and seasonal events & managing attendee lists, budgets and logistics. 8.)

Miscellaneous:

Various secretarial duties, providing administrative support to management in areas ranging from coordinating vendors for facilities maintenance, etc. Pay based on experience & skill set. The ideal fit for this role will have significant experience in the financial/bookkeeping aspects of the role, experience with the noted nonprofit-specific software systems with superlative references for positions with similar scope of responsibilities.

Examples of Most Common Duties:

Donation Processing:

Fielding phone calls from donors, processing donations via credit card (alternately receiving paper check via postal mail), entering donations in CRM, recording in Quickbooks, generating and mailing thank-you letter.

Receptionist duties:

Answering inbound calls or emails requesting support for various services or information, researching and coordinating delivery.

Cyclical Mailings:

Generate weekly customer lists for mailed communications, merge into letter template, print & mail. (also, receive same back with various donations, and process as per above).

Secretarial duties:

Handling & preparing correspondence, contracts & items for executive signature; Preparing single mailed items & small mailings.

Event Management:

Collect RSVPs (via phone, email, and online automated RSVP systems) for events, contact attendees to collect payment and record preferences, manage seating chart, print and fulfill required materials/documents or event signage. Events range from weekly to monthly to annually. Copying & scanning files to storage; Maintaining hard-copy, digital and cloud-based records.

Administrative support to executive:

Report preparation, submission of items for signature, making specified edits to contracts and documents. Monitoring monthly & annual cycle of compliance activities to ensure completion and documentation.

Light website maintenance:

Occasional update of information in website builder (non-coding, simple data entry). Required Knowledge, Skills & Abilities Strong data entry skills for speed and accuracy of updates Standard modern office automation equipment & software Microsoft Excel, Microsoft Word Adobe Acrobat & other common tools. Extensive experience with Quickbooks (online) Knowledgeable about security practices Experience with CRM software (specifically for current customer management, rather than for marketing); Experience with membership management software preferred ( such as Rakefet or Shulcloud) Desirable in the most ideal candidate: Managing accounts payable/receivable Vendor management & payments Bank deposits Payroll Responsibilities Greet and assist clients and visitors at the front desk with a warm and welcoming attitude. Manage incoming calls, emails, and correspondence, directing them to the appropriate personnel. Maintain an organized filing system for both physical and digital documents. Perform administrative tasks such as scheduling appointments, managing calendars, and coordinating meetings. Proofread documents for accuracy and clarity before distribution. Provide customer support by addressing inquiries and resolving issues promptly. Assist in maintaining office supplies and equipment, ensuring a well-functioning workspace. Collaborate with team members to support various projects as needed. Experience Previous experience in senior administrative assistant role. Previous experience with CRM system maintenance, input, update, etc. Previous bookkeeping experience with Quickbooks. Previous experience as a receptionist or in a similar administrative role is highly desirable. Proficiency in office software applications, including word processing and spreadsheet tools. Strong typing skills with attention to detail for accurate data entry and document preparation. Excellent customer service skills with the ability to communicate effectively both verbally and in writing. Experience in proofreading documents to ensure high-quality standards are met. Ability to multitask and prioritize responsibilities in a fast-paced environment while maintaining professionalism. Join our team as a Receptionist/Administrative Assistant where your contributions will be valued, and your skills will help shape our office environment!

Job Type:

Part-time Pay:

$30.00 – $33.00 per hour Expected hours: 30 – 35 per week

Schedule:

8 hour shift Monday to Friday Application Question(s): What is your level of experience with making small website updates within a “page builder” or “Content Management System” such as WordPress (non-coding).

Education:

Bachelor’s (Preferred)

Experience:

QuickBooks:

1 year (Required) CRM software: 1 year (Preferred) Data entry: 1 year (Required)

Administrative:

1 year (Required)

Language:

English (Required) Hebrew (Preferred)

License/Certification:

certificate/diploma for admin/executive assistant training (Preferred) Ability to

Commute:

Boynton Beach, FL 33437 (Required) Ability to

Relocate:

Boynton Beach, FL 33437: Relocate before starting work (Required)

Work Location:

In person