Operations Administrator

About Us:
Chabad of Charlotte is a vibrant center for Jewish life, learning, and community engagement. Serving a dynamic and diverse community, our campus hosts a wide range of religious, educational, and social initiatives, including the Jewish Preschool on Sardis (JPS), Friendship Circle, and Kosher Charlotte.

What We Are Looking For:
We are seeking highly organized, and proactive Administrator to serve as the operational backbone of our center. Working in close partnership with the Executive Director, the Administrator will oversee day-to-day office operations, streamline administrative processes, and ensure seamless communication across multiple programs, and community stakeholders.

The ideal candidate thrives in a fast-paced environment, excels at managing competing priorities with calm efficiency, and brings a welcoming, hospitable presence to everyone who walks through our doors or contacts our office.

What Experience You’ll Gain
In this role, you will be at the nerve center of a fast-paced, high-impact organization where your work directly shapes the daily life and long-term reach of our community.

Collaborating closely with executive leadership and across diverse campus initiatives, you will gain hands-on experience in high-level nonprofit operations, executive coordination, project management, and donor relations. This is an environment that rewards initiative and adaptability, offering a uniquely broad vantage point where you can build an agile, versatile operational skillset, solve complex logistical challenges in real time, and see the tangible, meaningful outcome of your contributions every single day.

Key Responsibilities

1. Office Operations & Executive Support

• Serve as the central hub of campus communications: manage phone inquiries, main inbox correspondence, and incoming/outgoing mail with warmth, clarity, and professionalism.
• Proactively assist the Executive Director and leadership team by managing priority task lists, calendars, and action-item follow-ups.
• Prepare, format, proofread, and distribute official correspondence, memos, community announcements, and reports.
• Maintain organized physical and digital records, establishing clean filing systems for easy accessibility and confidentiality.
• Liaise with campus vendors, contractors, and service providers (cleaning, maintenance, utilities) to ensure facility readiness and timely service delivery.

2. Multi-Program & Campus Coordination

• Facilitate administrative alignment between leadership, Rabbis, Rebbetzins, and partner initiatives across campus—including Jewish Preschool on Sardis (JPS), Friendship Circle, and Kosher Charlotte.
• Manage campus room reservations and facility scheduling to prevent calendar conflicts across regular classes, meetings, and special gatherings.
• Identify operational bottlenecks and suggest practical workflow improvements to enhance overall office productivity.

3. Event Logistics & Program Delivery

• Coordinate event administration: track RSVP lists, monitor registrations, and send timely attendee communications.
• Prepare printed materials, name tags, class packets, signage, and logistical supplies for holidays, lectures, Shabbatons, and community celebrations.
• Assist with vendor coordination, setup logistics, and post-event administrative wrap-up.

4. Database Management & Donor Stewardship

• Maintain data integrity in organizational databases/CRM: accurately log community contacts, program attendance, memberships, and donor interactions.
• Support the development cycle by recording incoming donations, processing payments, and generating prompt, personalized acknowledgment and tax-receipt letters.
• Assist in generating lists and reports for targeted outreach, seasonal appeals, and annual fundraising campaigns.

Qualifications & Competencies

• Technology & Social Media: Strong digital fluency across modern productivity tools and database platforms; proficiency with social media management, content creation tools (e.g., Canva), or email marketing platforms is a significant plus.
• Experience: 2–4+ years of relevant experience in office administration, executive assistance, or nonprofit operations. Experience in a community center, school, or faith-based nonprofit is a plus.
• Organizational Acumen: Strong ability to prioritize, multitask, and track details across multiple initiatives simultaneously without losing focus.
• Interpersonal Skills: Exceptional communication skills with a welcoming, patient, and service-oriented demeanor. Ability to interact comfortably with donors, volunteers, parents, and community members.
• Technical Proficiency: Fluent in Google Workspace (Docs, Sheets, Drive, Gmail), Microsoft Office (Word, Excel), and comfortable learning donor/member CRM systems (e.g., ChabadOne, Salesforce, or similar platforms).
• Initiative & Discretion: High degree of discretion when handling confidential community, donor, and financial records, with the autonomy to solve day-to-day operational issues independently.
• Cultural Competence: Familiarity with Jewish customs, holidays, and community traditions (or a strong willingness and aptitude to learn quickly) is advantageous.

Chabad of Charlotte is an Equal Opportunity Employer.

Pay: $40,000.00 - $50,000.00 per year

Work Location: In person