Administrative Coordinator

Role Overview
The Administrator plays a key support role at Chabad of Charlotte, working closely with the Executive Director to manage office operations and ensure that the organization runs smoothly. This individual will take ownership of essential day-to-day administrative responsibilities while providing reliable, behind-the-scenes support across multiple programs and departments.

The Administrator should be someone who thrives on organization, takes initiative, communicates clearly, and works well under pressure. This role requires attention to detail, the ability to juggle multiple priorities, and a warm, professional demeanor that reflects the values and mission of Chabad of Charlotte.

This position is full-time and reports directly to the Executive Director, while also supporting on campus organizations including the Jewish Preschool on Sardis (JPS), Friendship Circle, and Kosher Charlotte.

Administrative Coordination

• Manage office communications including phone calls, voicemails, emails, and mail distribution.
• Draft, format, proofread, and send letters, reports, memos, and acknowledgments.
• Maintain organized paper and digital filing systems, ensuring quick access and proper record-keeping.
• Update contact lists and shared organizational databases on a regular basis.
• Serve as a warm and professional first point of contact for members, program participants, and donors.
• Help the Executive Director stay on track by maintaining to-do lists, reminders, and schedules.

Event and Program Support

• Support coordination of RSVP lists, sign-ups, and outreach emails for programs and events.
• Track event participation, logistics needs, and supply inventory.
• Assist with printing, preparing, and organizing materials for events, classes, or community programs.
• Support setup coordination and follow-up communications for internal and external events.

Office & Scheduling Management

• Assist with coordination of facility spaces for events, programs, and meetings, ensuring logistics are handled efficiently.
• Reserve rooms or spaces as needed for meetings and programming.
• Support implementation of systems that improve office efficiency and administrative flow.

Data Entry & Donor Tracking

• Enter and update donor records, program participation, outreach, and membership information in CRM systems.
• Assist with donation processing, including acknowledgments and thank-you letters.
• Track membership submissions and updates in coordination with the appropriate team members.
• Support internal data reporting as needed for campaigns or development tracking.

Operations & Log Management

• Maintain and oversee key organizational logs, including maintenance tracking, cleaning schedules, donor directory, and visitor logs.
• Ensure records are kept up to date, organized, and easily accessible.
• Support coordination with vendors and service providers to ensure timely communication and follow-through.

Other

• Demonstrate flexibility and provide support across the organization, taking on additional responsibilities as needed during organizational restructuring or high-demand periods.

Work Schedule

This is a full-time position. The anticipated work schedule will be Sunday through Thursday, from 8:00 AM to 4:00 PM, supporting primary program days and operational needs. Some flexibility may be available on Sundays as programming allows, in coordination with leadership to ensure proper coverage. Additional hours may be required during high-volume event periods, holidays, or major campus initiatives.

If you are a highly organized, personable, and motivated individual who thrives in a fast-paced environment, we encourage you to apply!

Chabad of Charlotte offers a competitive salary and benefits package. We are an equal opportunity employer and value diversity at our organization.

Job Type: Part-time

Pay: $35,500.00 - $40,000.00 per year

Benefits:

• Flexible schedule
• Paid time off

Experience:

• Administrative: 1 year (Required)

Ability to Commute:

• Charlotte, NC 28270 (Required)

Work Location: In person