Administrative Assistant

The Leo Baeck Institute | New York, NY, United States

Posted Date 11/30/2021

Job Description

The Leo Baeck Institute (LBI) seeks an Administrative Assistant (80% to full-time) in our New York office. This position offers a great opportunity for an individual seeking an entry-level position in the non-profit sector. The Administrative Assistant should have the ability to balance multiple tasks, maintain accurate records, retrieve information quickly, provide technical support, and work effectively with staff and vendors. The ideal candidate would be a dynamic and organized individual with the ability to work effectively and collaboratively with both LBI’s administrative and collections staff.

About LBI

The Leo Baeck Institute is devoted to preserving the history of German-speaking Jews. Its extensive archival and art collections and 80,000-volume library represent the most significant repository of primary source materials and scholarship on German-speaking Jewish communities. It is one of five partner organizations at the Center for Jewish History. For more information about the Leo Baeck Institute, please visit our website at


  • Manage general inquiries that come in by phone or LBI’s website.
  • Manage inbox for LBI’s main phone line.
  • Distribute mail to staff and assist with postage needs.
  • Submit support requests for staff to the building management.
  • Order and maintain inventory of office supplies (paper, coffee, etc.).
  • Assist senior staff with administrative tasks.
  • Maintain passwords and internal information for staff.


  • Process all incoming donations (enter donation information and documents into CRM, digitally and physically file).
  • Reconcile donation financial coding with accounting team.
  • Process all outgoing acknowledgment letters.
  • Assist Office Manager with mass mailing appeals (proofing, mailing, etc.).
  • Collect financial information from vendors (tax forms, payment information, etc.).


  • Assist with website updates and upkeep.
  • Assist with posts on LBI social media and support communications team with media schedule.
  • Respond to phone and email inquiries from constituents.
  • Schedule meetings using Doodle/email as needed.
  • Maintain staff-wide calendars.
  • Assist staff with computer software and interface with IT staff as necessary.

*Note at this time we are not doing in-person public events due to COVID-19 but may resume them in the future. Our offices are located at the Center for Jewish History, which requires all individuals entering the building to provide proof of full COVID-19 vaccination.


  • Bachelor’s degree. Demonstrated interest in history a plus.
  • Proficient in Office 365 (Excel, Word, Outlook).
  • Experience with fundraising/CRM software (e.g., Raiser’s Edge) a plus.
  • Experience with website maintenance (WordPress) and social media a plus.
  • Previous non-profit experience preferred.
  • Able to lift a minimum of 25 lbs.

Hours: This is a full-time position Monday through Friday or 80% position with an adjusted schedule accordingly.

Salary & Benefits: Salary and benefits commensurate with qualifications and experience.

Application: Please send an email with the subject line ‘Administrative Assistant – Last name, First name’ to Sally Carroll ([email protected]) with an attached cover letter explaining why you are a good fit for the position and an up-to-date resume. Applications accepted on a rolling basis. Deadline for applications is December 20, 2021.

The Leo Baeck Institute provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Full Time
Administrative Support | Assistant | Fundraising/Grants/Giving
Organization Type
Museums | Other
401(k) or 403(b) plans | dental | leave early for Shabbat | Life Insurance | medical | Paid Holidays | paid vacation | parental leave | sick leave | vision
Job Location

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