Overview

This role is designed to take full ownership of administrative, financial coordination, and operational systems, allowing the Executive Director to focus on vision, partnerships, fundraising, and teaching.

This is not a classic assistant role—it is a core operational role that sits at the heart of the organization.

Key Responsibilities:
1. Finance & Administration (Israel & US)
Coordinate financial administration across Israel and the US
Work closely with an Israeli bookkeeper/payroll provider and a US accountant/CPA
Track income and expenses across programs, grants, donations, and currencies
Maintain organized financial records (invoices, receipts, contracts, grant documentation)
Support monthly, quarterly, and annual financial reporting
Monitor cash flow and flag risks, gaps, or discrepancies proactively

2. Operations, Systems & Procedures
Build, document, and maintain administrative and operational procedures
Manage payment, reimbursement, and contracting workflows
Support staff onboarding and offboarding processes
Ensure compliance with Israeli Amutah requirements and US nonprofit standards
Maintain shared folders, templates, and internal documentation so systems are clear and repeatable
3. Technology, CRM & Digital Tools
Manage and maintain the organization’s CRM system (data accuracy, reporting, workflows)
High-level use of Google Workspace (Docs, Sheets, Drive, Calendar)
Support integration between CRM, finance tools, learning platforms, and communication tools
Use advanced AI tools (e.g., for documentation, reporting, workflow automation) to increase efficiency
Identify opportunities to improve systems and reduce manual work
4. Executive Support & Coordination
Manage scheduling and coordination across time zones (Israel / US / UK)
Prepare agendas, track decisions, and follow up on action items
Support preparation for Board and Finance Committee meetings
Act as a thoughtful gatekeeper, helping prioritize requests and protect the Executive Director’s time
5. Cross-Team & External Coordination
Serve as an operational bridge between staff, vendors, finance providers, and external partners
Ensure clarity, accountability, and follow-through
Support communication flow so nothing falls between the cracks

Qualifications & Experience:
–5+ years of experience in operations, administration, or finance coordination
Strong technological background
Hands-on experience with CRM systems
High proficiency in Google Workspace
Comfortable working with advanced AI tools
Strong organizational and documentation skills
Comfortable working with numbers and financial data (not necessarily an accountant)
Experience in nonprofit or mission-driven organizations preferred

Part time- 20-25 hours/week

Personal Attributes:
Highly reliable, discreet, and trustworthy
Accuracy, structured, detail-oriented, and calm under pressure
Proactive problem-solver who anticipates needs
Service-oriented with professional confidence
Enjoys bringing order and clarity

The ideal candidate is organized, tech-savvy, proactive, and dependable, with the ability to manage complexity, improve systems, and ensure follow-through.

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