Program and Events Associate

Program & Events Associate

The ideal Program and Events Associate will be an energetic, positive professional who brings experience in running programs and working in an educational environment. The Program and Events Associate will develop relationships with current members and the downtown community. The Program and Events Associate will have a vital role in creating innovative programs and collaborating with various members and staff of the Emanu-El Downtown community. The ideal candidate is a self-starter who enjoys working with children and learners of all ages. In addition to programmatic work, the Program and Events Associate will assist in administrative tasks to support the Director and the programs of Emanu-El Downtown. The Program and Events Associate must be empathetic, kind, and energetic. Candidates should also demonstrate organization, patience, even temperament, flexibility, initiative, spontaneity, and enthusiasm.

1) Program and Event Planning & Management

Planning & Vendor Management

Venue research for off-site events
Create agendas for meetings with venue management to ensure needs are met and questions are addressed
Venue coordination for technical and logistical needs
Coordination with site partners for on-site events, including event schedule/timing, furniture needs and setup instructions, access card requests, COIs, and event timelines
Vendor research and identification of vendors who meet our programmatic needs
Maintain and grow existing vendor databases (250+ professionals) spanning arts & crafts teachers, food/catering, event spaces, bus companies, and more
Vendor coordination, including receipt and review of contracts before signing, coordination of payment, fulfilling vendor needs, and coordinating COIs with appropriate additional-insured language for the Temple and site partners

Day-of Execution

Welcome and support vendors on site
Prepare event documentation, including space layout/setup diagrams, event timelines, setup instructions for support staff, and security lists
Order, organize, and pack needed supplies for easy load-in to event spaces
Support day-of space setup
Monitor event activities, providing support to staff and vendors to ensure smooth event flow

Wrap-Up & Ongoing Support

Support load-out and handle unpacking and storage of remaining event supplies
Track and report on event expenditures
Support lifecycle events run at Emanu-El Downtown, including coordinating with vendors and families

2) Systems & Policy Development for Emanu-El Downtown Operations

Develop and maintain documents to facilitate event coordination with site partners and uptown staff
Assist in creating processes and an annual calendar for Emanu-El Downtown
Maintain an inventory spreadsheet of all Emanu-El Downtown supplies, organized by category and location for easy access
Take regular inventory of supplies to identify ordering needs
Purchase snacks and program supplies for weekly programs in coordination with teachers
Ensure allergy awareness, and help create a welcoming environment for participants of all abilities
Support guerilla marketing campaigns and other marketing/outreach efforts for Emanu-El Downtown

Qualifications

Experience in event planning, program development, administration, or education
Outstanding written, verbal, and interpersonal communication skills
Proficiency in Microsoft Office and Salesforce
Familiarity with or interest in learning about Jewish community and culture
Ability to represent the Synagogue in public settings
Must be available to work evenings and weekends periodically; provide support during the High Holy Days; and attend worship services, events, and meetings as necessary