Administrative Assistant, Event Services Job at Jewish Federation of Palm Beach

Organization Summary:

Jewish Federation of Palm Beach County is a 501(c)3 nonprofit organization dedicated to transforming, inspiring and saving lives in the Palm Beaches and 70 countries around the world. Each year, Jewish Federation inspires thousands of community members to contribute, volunteer and participate in programs that generate more than $30 million to leading a powerful impact in the community.

Position Summary:

The Administrative Assistant is responsible for office administration while working within the mission, vision, and core values of the organization. The Administrative Assistant will have close interaction with most departments within the Federation as well as with high profile donors, vendors, and other key contacts. Therefore, excellent customer service and attention to detail is essential.

Essential Duties and Responsibilities:

• Submits all events set up requests via online portals.
• Serves as back up to event admins for event registration, name badge creation, up pre-event preparations, day-of tasks, and post-event reconciliation.
• Works with event planners to process all requisitions and purchase orders.
• Manages event calendars, handles submissions and changes, and reports conflicts and updates as needed. Works with community partners and organizations to ensure accuracy and avoid scheduling conflicts.
• Supports event team with special assignments and projects.
• Prepares event supplies per check list and returns items post-event.
• Assist Event Services Team with speaker and vendor research.
• Manages event supplies and inventory, maintains event storage, manages inventory and assists staff with event supply needs.
• Meets with Project Coordinator and Event Planners as needed to review event details and supplies required.
• Performs general administrative duties to include, but not limited to, collecting data, copying, mailing, and filing.
• Assists other admins with event preparation as needed.
• Facilitate planning logistics for several smaller events as required by the event schedule.
• Orders event chair gifts.
• Coordinate any packaging and shipping needs.
• Corporate credit card expense reconciliation as needed.
• Responsible for requesting petty cash and credit card machine requests prior to events
• Supports Project Coordinator and Event Planners with event speaker support, i.e., transportation and lodging.
• Maintains information for each event in electronic files.
• Attends all events as they are assigned and assists in set up, registration and breakdown.
• Other duties as assigned.

Shared office duties: Providing backup support for general office duties, including but not limited to:

• Opening and distributing mail
• Answering phones
• Ordering supplies
• Providing administrative support for events
• Assisting in other departments, as needed.
• Other duties as assigned.

Qualifications and Success Factors:

• Associate degree or greater required, preferably in in one of the following areas: Event Planning, Fundraising, Non-profit Management, Business Administration, Hotel Management or similar.
• Two or more years administrative experience with fundraising events and event support or equivalent combination of education, experience and skills required.
• Excellent customer service in written, and verbal communication skills required.
• Excellent organization skills with high attention to detail.
• Strong interpersonal skills – calling donors/fielding event related questions.
• Strong organizational skills required.
• Strong knowledge of basic office computing, including MS Office (Outlook, Word, Excel, PowerPoint, Teams), Zoom and basic database skills required.
• Experience working with volunteers and committees.
• Experience with donor relation systems preferred.
• Experience managing POs and event expenses preferred.
• Ability to work off-hour events in the morning, evening and possible weekends as needed with flex time during the week to offset overtime unless approved.
• Must be able to pass Level 1 background check.
• Must maintain valid Florida driver’s license.
• Must be able to work off-shift hours including nights and weekends, as needed.
• Must be able to lift and carry at least 25 lbs. and be able to set up event displays.

Compensation and Benefits:

In addition to a competitive salary, Jewish Federation of Palm Beach County currently offers the following benefits:

• A comprehensive benefits package including 15-25% of employee-only premiums paid for medical and dental and 100% of premiums paid for vision insurance.
• Federation contributions toward HSA accounts.
• Federation-paid Life/AD&D policy.
• Federation-paid long-term disability (LTD) insurance.
• Medical and dependent-care Flexible Spending Accounts (FSA).
• Hybrid work schedule.
• Professional development and training opportunities.
• Paid vacation and sick leave.
• Generous paid holiday schedule.

The Jewish Federation of Palm Beach County is an Equal Opportunity Employer.

The duties and responsibilities described are not a comprehensive list and additional tasks may be assigned to the employee from time to time at the Federation’s discretion. Employment is at-will, and this job description is not an employment contract and nothing herein shall be deemed to create in any way whatsoever an employment contract.