This is a part-time position, working 3 days per week (preferably Tuesday through Thursday), based out of either the Orthodox Union’s Washington, D.C. or New York City office. This position is not open to be fully remote.
Who We Are:
The OU Advocacy Center is the nonpartisan public policy arm of the nation’s largest Orthodox Jewish organization, representing nearly 1,000 congregations nationwide. It leads the OU’s advocacy efforts in Washington, DC. OU Advocacy engages leaders at the White House, Cabinet agencies, and Congress, as well as the broader public, to promote and protect the Orthodox Jewish community’s interests and values in the public policy arena.
The Orthodox Union (OU) is one of the largest Orthodox Jewish organizations in the United States. Founded in 1898, the OU supports a network of synagogues, youth programs, Jewish and Religious Zionist advocacy programs, programs for the disabled, localized religious study programs, and international units. The OU maintains a kosher certification service, whose circled U symbol, ?, is found on the labels of many kosher commercial and consumer food products.
Position Summary:
The Administrative Assistant provides high-level administrative support by managing information requests, coordinating events, handling office operations, and serving as a liaison with both internal and external stakeholders. This role involves clerical tasks such as preparing correspondence, managing expense reports, arranging conference calls, booking travel, and scheduling meetings. The Administrative Assistant must be organized, detail-oriented, and capable of managing multiple priorities effectively.
Essential Functions:
Administrative Support
- Answer phone calls and direct calls to appropriate parties, or take messages.
- Perform general office duties, such as ordering supplies, maintaining records management systems, and performing basic bookkeeping.
- File and retrieve corporate documents, records, and reports.
- Open, sort, and distribute incoming correspondence.
- Conduct research, compile data, and prepare reports and presentations for executives and committees.
- Review, track, and process expense and reimbursement reports (e.g., Concur or similar platforms).
- Manage data ownership and data stewardship responsibilities, maintaining accurate records and event-related data.
Finances & Approvals
- Manage Core Integrator approvals and coordinate pre-approvals and payments for major purchases and event-related expenses.
- Liaise with the Accounting Department to manage event refunds, pre-approvals, and vendor payments.
- Compile and reconcile event expenses.
Event Coordination & Logistics
- Coordinate logistics and planning for events, including the OU/IPA Mission to Washington, field events with elected officials and community leaders, and other OU/IPA programs.
- Manage hotel research, contracting, and on-site coordination for events.
- Oversee catering orders, book purchases, lanyards, staff food orders, and other event needs.
- Manage event registration, attendee communications, and customer service inquiries by phone and email.
- Handle sponsorship coordination, working with both individual donors and corporate sponsors.
- Manage event vendors, speaker arrangements, CLE submissions, and guest assistants.
Travel Coordination
- Coordinate with Direct Travel and other travel providers to book flights, hotels, and transportation for staff, guests, and event attendees.
Cross-Departmental & External Relations
- Serve as a liaison with internal departments such as Accounting, Legal, IA, and others to ensure smooth operational workflows.
- Coordinate with external contacts such as speakers, vendors, and partner organizations.
- Work with OU Legal on event-related contracts and reporting requirements.
Job Qualifications:
- Minimum of 2 years of work experience as an Administrative Assistant.
- High school diploma or equivalent preferred.
- Thorough knowledge and familiarity with Judaic customs.
- Strong knowledge of administrative and clerical procedures, including word processing, file and record management, form design, and office terminology.
- Strong command of the English language, including grammar, spelling, and composition.
- Excellent interpersonal and communication skills, with the ability to convey information clearly and professionally.
- Analytical and problem-solving skills, with the ability to assess situations and propose effective solutions.
- Strong initiative and a proactive approach to supporting colleagues and leadership.