Operations & Administrative Assistant

Organizational Overview

Birthright Israel began with a bold idea in 1999 – to 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 evolved into an organization that provides a suite of experiential educational opportunities to Jewish young adults: the "Classic" Birthright Israel program, which has sent over 900,000 young adults to Israel; Birthright Israel Excel, which brings college-aged Jewish young adults to Israel for summer internships at elite corporations and continues as a lifelong community of Jewish business leaders; Birthright Israel Onward, which provides the opportunity for thousands of participants to intern or participate in a fellowship; and the Birthright Israel Volunteer in Israel program.

On the cusp of its 25th year, Birthright Israel's work is more important than ever, especially in a post-October 7th world.

Birthright Israel Excel

Summer in Israel. Lifelong Fellowship. A network of changemakers. Established by Birthright Israel in 2011, Excel is a prestigious business fellowship that begins with a summer internship in Israel and continues in the years after as a community focused on professional development and personal growth.

Location

• New York, NY (On-Site)

Compensation

• $55,000-$70,000
• FLSA: Non-Exempt

Key Responsibilities

• Administrative & Operational Support
  • Coordinate contracts, memos, protocols, and reimbursements in collaboration with General Counsel and the Finance Team.
  • Process reimbursements (via Abacus), vendor payments, and invoices.
  • Support budget tracking of the community budget in collaboration with the Finance Chair.
  • Maintain internal systems and documentation (e.g., Google Drive, OneDrive, Salesforce) to keep operations organized and accessible.
• Event Planning & Execution
  • Support the planning, logistics, and on-site coordination of major programs and events, including the Global Excel Summit, Israel Homecoming Week, Board retreat, Senior Fellow Offsite, and 70+ annual community events.
  • Handle logistical tasks such as catering, venue contracts, registration, signage, shipping, RSVP tracking, and material preparation.
• Admissions & Program Support
  • Manage interview scheduling, applicant communications, and cohort onboarding logistics, including medical forms and financial aid tracking.
  • Manage the general Birthright Excel inbox to ensure inquiries and requests are addressed promptly.
• Financial Operations
  • Manage reimbursements, vendor payments, invoices, and budget tracking.
  • Coordinate contracts, memos, and protocols with General Counsel and the Finance Team.
  • Maintain internal systems and support budget coordination and documentation in partnership with the Finance Chair, ensuring accuracy and compliance across all financial and administrative processes.
• Data & Technology Management
  • Maintain and update Salesforce records related to Fellows, events, recruitment, and donors.
  • Collaborate with Community Directors and the Data Analytics Chair to ensure accurate, actionable insights.
  • Support upkeep of the community directory using LinkedIn and other sources while ensuring timely donor acknowledgments.
• Communications & Content
  • Draft and send weekly newsletters and email communications.
  • Source content from WhatsApp and team updates.
  • Support marketing and PR materials.
• Community Engagement
  • Coordinate and create personalized gifts for milestones such as weddings, births, and speaker appreciation.
• Systems & Innovation
  • Collaborate with IT to implement tech tools and AI-powered solutions that drive team efficiency and innovation.

Qualifications & Skills

• 2+ years of experience in administrative, operations, events, or project coordination.
• Strong organizational and multitasking skills with attention to detail.
• Experience in financial processing, contracts, and office management.
• Proficiency in Microsoft Office, Salesforce, and advanced tech tools.
• Excellent communication, problem-solving, and time management skills.
• Familiarity with Jewish culture, holidays, and dietary laws (kashrut) is a plus.
• Passion for the mission of Birthright Israel Excel.

Note: The role requires flexibility to work irregular hours, including evenings and weekends (as needed), based on Excel program activities.