Coordinator, Regional Office Palm Beach

Your Impact

This position makes an impact at AJC by providing effective execution of tasks and providing essential support to the success of the team/department; may lead small projects. Works with regular oversight to solve routine problems and make routine decisions.

Incumbents provide essential administrative support to the their department, enabling their team to function effectively and efficiently. Coordinators are responsible for completing a variety of administrative, communications, and event coordination-tasks, while assisting with projects and initiatives aligned with AJC’s priorities.

Your Role

Support the execution of the department's strategy, goals, objectives, and action plans by completing a variety of administrative tasks
Coordinate logistics and communications for events, meetings, trainings, missions, and other projects
Assist with the planning and implementation of research projects
Maintain calendars and schedule meetings
Arrange complex and detailed travel plans, itineraries, and agendas
Enter updates and edits into AJC’s CRM DB
Maintain inventory of office and event supplies
Take notes at meetings with internal and external stakeholders
Organize and maintain department documentation files
Maintain the department's contacts and mailing lists
Execute departmental reporting and tracking (e.g., financial reports, budgets, expenses, program updates, donor contributions, contracts)
Respond timely to inquiries and requests from internal and external stakeholders
Prepare and disseminate group mailings
Draft correspondence, documents, spreadsheets, and other communication materials

Specific to This Role

Support the growth of AJC Palm Beach through the accurate and timely maintenance of regional office database records, including constituent information, fundraising and advocacy event tracking, and documentation of constituent engagement and interactions in Raiser’s Edge (RE).
Maintain and organize inventories of AJC printed marketing materials, office supplies, and pantry supplies. Prepare and assemble AJC-branded folders and materials for meetings with donors, advocacy partners, and other stakeholders.
Support the creation and distribution of digital marketing communications, including newsletters, event invitations, and program communications through HubSpot. Assist with synchronizing records between Raiser’s Edge and HubSpot to ensure constituents receive accurate and timely digital correspondence.
Assist with the creation and management of donation and event registration forms through GoFundMe Pro.
Support submission of donations, pledges, and gift adjustment requests to the National Gift Processing Team in a timely and accurate manner.
Assist with processing invoices for the AJC Palm Beach office through NetSuite.
Coordinate logistics for in-office meetings and events, including room setup, RSVP lists, catering coordination, pantry stocking, preparation of printed materials, name tags, table tents, and other event-related materials.
For events held at external venues, coordinate and prepare all branded and printed materials, name tags, table tents, and event-specific supplies; assist with packing, transporting, setting up, and breaking down event materials as needed.
Perform other duties and responsibilities as assigned to support the overall effectiveness and operations of the Palm Beach office.

Supervisory Role

Individual contributor

Education, Training, and Experience

Bachelor's degree
Minimum of 1 year of experience and intermediate job skills and knowledge

Knowledge, Skills, and Abilities

Passion for the mission, goals, and objectives of AJC
Commitment to AJC’s core values: respect, accountability, integrity, innovation, and collaboration
Demonstrates professionalism and high standards of conduct
Ability to work collaboratively with individuals from diverse backgrounds
Excellent communication skills (written, verbal, and listening)
Strong organization and project management skills, including the ability to set priorities and meet deadlines
Excellent attention to detail and follow-through
Capacity to multitask and work in a fast-paced and changing environment
Proficient in Microsoft Office (Word, Excel, PowerPoint, Teams, and Outlook), Google Suite applications, and Zoom
Ability to work evenings and weekends, when necessary

Physical Demands

Office employees:

Remaining in a stationary position, often sitting or standing for prolonged periods
Repeating motions that may include the wrists, hands, and/or fingers
Communicating with others to exchange information
Moving about to accomplish tasks or moving from one worksite to another