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Office Manager in Berlin

The Leo Baeck Institute (LBI) seeks a full-time Office Manager (m/f/d) in our Berlin Office (40h/week, based on TVöD 12). It is a permanent position.

The position requires experience in multitasking, accurate file and proper record keeping, research skills, and interest in working with other organizations and public institutions in Germany and Europe. We welcome applications from dynamic and organized individuals who enjoy working efficiently and as part of a team.

Deadline for applications Nov 30, 2021

The Leo Baeck Institute is devoted to preserving and promoting the history of German-speaking Jews. Its extensive archival and art collections and 80,000-volume library represent the most significant repository of primary source material and scholarship on German-speaking Jewish communities. LBI’s Berlin Office was established in 2013 to connect the Institute's work in New York with collaborative partners, organizations, and agencies in Germany and to develop relevant programs for a German audience. For more information about the Leo Baeck Institute, please visit our website at http://www.lbi.org.

Tasks

ADMIN/PROGRAMS

  • Support of the planning and organization of events, workshops and conferences of the institute
  • Support program planning and implementation
  • Manage general inquiries that come in by phone or the official website.
  • Liaison general phone line’s inbox
  • Assist staff with computer software and interface with IT staff as necessary.
  • Office organization: procurement and management of office supplies

FINANCE

  • Third-party funding management and accounting (esp. public funding)
  • Call for funds and preparation of budgets
  • Invoice management and processing of payments in coordination with the New York office
  • Ensuring the proper use of public funds and grants
  • Accounting and preparation of financial reports for grantors

COMMUNICATIONS

  • Assist with website updates and upkeep
  • Assist with posts on LBI social media and support communications team with media schedule
  • Liaison with contracted companies, keeping track of schedules and deadlines
  • Respond to phone and email inquiries from constituents

Requirements

  • Bachelor's or FH degree in administrative sciences, media, communications, event management or with equivalent skills and experience.
  • Expertise in budget, cash and accounting, and management of public grants and third-party funds.
  • Very good knowledge of German and English
  • Very good organizational skills and intercultural competence
  • Experience with project management or event management
  • Proficient in Microsoft Office 365
  • Previous non-profit experience preferred.
  • Knowledge of Adobe Acrobat, InDesign, and Photoshop a plus.
  • Experience with website maintenance and social media a plus.
  • Knowledge in the field of German-Jewish history a plus.

Hours: Full time - 40h/week

Salary & Benefits: based on TVÖD 12, Salary and benefits commensurate with qualifications and experience.

Please send your application to the Leo Baeck Institute - New York | Berlin, reference number 01/2022, Glinkastraße 32, 10117 Berlin or by e-mail to jobs-berlin@lbi.cjh.org by the end of the application period.

The LBI - NY | Berlin strives to ensure professional equality between women and men. Recognized severely disabled persons will be given preferential consideration in case of equal suitability and qualification. Please indicate any existing severe disability in your application. Applications from people with a migration background who meet the hiring requirements are expressly welcome.

Unfortunately, costs incurred in the application process cannot be reimbursed. Application documents will only be returned if a stamped envelope is enclosed. Therefore, please do not send any original documents.

We will collect, process and use your personal data as part of the application process. This data will not be passed on to third parties and the provisions of the data protection regulations will be observed. Applications will be used solely for the purpose of the selection process and will be destroyed after the process has been completed in compliance with data protection regulations.