Operations & Administrative Assistant

Overview

Birthright Israel began in 1999 with a bold idea – offer young Jewish adults a life-changing trip to Israel to build their Jewish identity and, by doing so, transform the Jewish future. Since its founding, Birthright Israel has provided over 950,000 young Jewish adults with a transformational experience in Israel. In a post October 7th world, our work has become even more important. Birthright Israel North America ("BRINA") serves as the operational and outreach engine of Birthright Israel, leading logistics, marketing, and recruitment efforts across the United States and Canada while ensuring a seamless connection between eligible applicants and trip organizers.

Position Summary

The Operations & Administrative Assistant will support the seamless execution of Birthright Israel Excel’s programs, events, communications, and internal systems. This role sits at the intersection of operational rigor and community care, combining event logistics, admissions support, data management, financial administration, and content coordination to ensure all Excel activities run efficiently, accurately, and thoughtfully. The ideal candidate is a proactive executor who brings sharp attention to detail, a strong sense of ownership, and a genuine connection to our mission.

Key Responsibilities

• Coordinate contracts, reimbursements, and operational documents with Finance and Legal.
• Process reimbursements, vendor payments, and invoices in compliance with approval and organizational policies.
• Track community budgets and maintain accurate financial records.
• Maintain operational systems and documentation (Salesforce, monday.com, Google Drive, OneDrive).
• Manage orders, shipping, and distribution of gifts, swag, catering, and event materials.
• Oversee fellow milestone gifts, including tracking, ordering, delivery, and budget records.
• Manage event registration using Partiful or similar platforms as needed.
• Lead interview scheduling and applicant communications throughout the admissions cycle.
• Manage admissions documentation, ensuring required materials are complete, accurate, and submitted on time.
• Track financial aid applications and maintain accurate admissions records.
• Serve as the escalation point for applicant inquiries requiring program-specific support.
• Maintain admissions resources and documentation to improve team consistency and efficiency.
• Provide proactive updates on admissions progress, outstanding items, and potential issues.
• Maintain accurate Salesforce records across fellows, events, recruitment, and donors.
• Generate reports, analyze data, and manage Salesforce campaigns to track engagement.
• Identify and resolve data quality issues to strengthen database integrity.
• Compile and distribute donor acknowledgement information for leadership.
• Leverage AI tools to automate workflows and improve operational efficiency.
• Produce and distribute the weekly community newsletter using MassMailer, leveraging AI to streamline content creation.
• Share weekly events and job opportunities across community social media channels.
• Track fellow milestones and feature celebrations in community communications.
• Continuously improve and automate communications workflows.
• Partner with internal teams to ensure branding consistency across events, gifts, and promotional materials.

Qualifications & Skills

• 2+ years of experience in operations, administration, events, or program coordination.
• Strong attention to detail and ability to prevent errors.
• Experience with Salesforce or similar CRM tools for data entry, reporting, and analysis.
• Proficiency in Microsoft Office, Google Workspace, and monday.com.
• Experience with email marketing tools.
• Strong communication skills with a proactive, ownership-driven work style.
• Passion for the Birthright Israel’s mission.