New York Office Manager

The Institute for the Study of Global Antisemitism and Policy (ISGAP) is seeking a full-time Office Manager to oversee administrative, secretarial, and office coordination duties at its main office in New York City. Reporting to the Executive Director (ED) and working closely with the Development and Finance Departments, the Office Manager will support daily operations while exercising independent judgment and maintaining a high level of professionalism.

Location: ISGAP Office, Manhattan, New York

Hours: Approximately 40 hours per week

The ideal candidate will be a highly organized and detail-oriented individual who can manage multiple responsibilities and collaborate across various teams to advance ISGAP’s mission.

About ISGAP:

The Institute for the Study of Global Antisemitism and Policy (ISGAP), established in 2003, is the preeminent international research center for the study of critical contemporary antisemitism. The mission of ISGAP is to develop and legitimize critical contemporary antisemitism studies within academia, so as to develop curriculum, education, public discourse, and policy in regard to the study of contemporary antisemitism. 

Antisemitism has historically found fertile ground within institutions of higher learning, where it is once again on the rise. As universities play a central role in shaping public discourse and policy, ISGAP engages in high-level research to map and decode contemporary global antisemitism, including the delegitimization of Jewish peoplehood and the State of Israel.

Key Responsibilities:

1. Executive Director Scheduler

1. Maintain ED’s calendar
2. Make travel arrangements (flights, hotels, etc)
3. Assist ED as needed

2. Development/Campaign Administration/Data Specialist

1. Manage the Customer Relationship Management (CRM) system- processing gifts, pledges and payments; creating and running reports, maintaining notes and uploading documents into CRM
2. Prepare, process and mail acknowledgement letters
3. Review, maintain, and update development email distribution lists 
4. Work with Finance to reconcile campaign and financial accounting
5. Prepare invitations, attendance lists, name tags, and other materials for development events
6. Prepare mail campaign and materials, as necessary

3. Finance Assistance

1. Track and collect necessary documentation from vendors, staff, or departments
2. Maintain updated vendor files, W-9s, and other compliance-related forms
3. Review and categorize incoming emails containing sensitive or confidential information.
4. Implement and maintain email folder structures based on category or priority.

4. Office Operations 

1. Maintain a consistent presence in the office to ensure smooth day-to-day operations
2. Monitor the ISGAP Info email account regularly to ensure inquiries are promptly addressed.
3. Manage office supply inventory and place orders as needed to ensure adequate stock.
4. Oversee the upkeep of office equipment and coordinate maintenance or repairs when necessary.
5. Provide support for basic technology maintenance and system updates.
6. Collect and sort incoming mail on a regular basis.
7. Make occasional bank deposits as required.

5. Other

1. Assist with special projects and other items as assigned 
2. Assist in coordination of ISGAP events as needed

Qualifications:

Required: 

• A minimum of two to three years of proven experience in administrative support and office operations. 
• Exceptional organizational skills, with strong written, and verbal communication. 
• Proficiency in Microsoft Excel, PowerPoint, and Word. 
• Willingness and ability to learn and gain proficiency in CRM systems such as Neon or Donors Perfect
• Demonstrated ability to work independently, make timely decisions, and operate effectively under pressure. 
• Strong interpersonal skills, with the ability to collaborate with colleagues across multiple time zones and communicate effectively with co-workers, volunteers, donors, partner institutions, and the general public.  

Desirable: 

• Bachelor’s degree or higher required.
• Experience in nonprofit organizations is preferred. 

Key Personal Traits:

• Solution-oriented, with the ability to anticipate and solve issues proactively.
• Adaptable and flexible in a fast-paced, dynamic environment, with the ability to work well under pressure.
• Detail-oriented and highly organized with the ability to manage multiple tasks.
• Excellent problem-solving skills and a focus on delivering high-quality experiences for event participants and stakeholders.

How to Apply:

Please submit your resume and a cover letter explaining how your skills align with the needs of ISGAP. Send your application, with the subject title “New York Office Manager Job Application” to [email protected].