Assistant Director, Events South Florida

Your Department

AJC's Regional Offices connect the local communities with AJC’s global advocacy work to enhance the well-being of the Jewish people and Israel. We maintain the agency's nationwide presence by attracting leaders and donors to AJC, enhancing the organization’s influence with key local, national, and international decision makers and stakeholders, implementing advocacy initiatives at the state and local level, and establishing and nurturing community relationships.

Your Impact

This position advances AJC’s mission by planning, overseeing, and developing work that directly supports the organization’s strategic goals; may have no direct reports or manage a small team. The role exercises significant latitude to solve moderately complex challenges and make decisions with meaningful departmental impact.

The Assistant Director will serve as a key partner in the planning, coordination, and execution of AJC’s signature and regional events in South Florida working closely with the fundraising teams in Miami Broward and Palm Beach offices and other internal stakeholders to ensure seamless, high-impact experiences.

Your Role

This team member provides event production and logistics expertise in the planning and execution of events for AJC in the region.

Responsibilities are centered on managing key elements of event operations (budgets, F&B, transportation, vendor management) for multi-size events, creating and managing event and department budgets, vendor and venue searches and contract negotiations, and problem-solving unique project challenges. This role will leverage learnings and tools from the Global Events team, as well as the applicable regional offices.

Core responsibilities:

Support event choreography and logistics, including coordination of venue space and set ups, liaising with vendors, onsite supervision, function as key support staff, and troubleshoot needs for all regional events.
Engage with vendors during events, including sourcing and overseeing vendors, contract negotiation, co-creating routes and schedules, and coordinating execution of services onsite.
Create and manage event budgets, including research and projections, payment authorization, invoice follow up and reconciliation.
Manage Kosher and other Food and Beverage programs, including vendor and venue research, and managing dietary restrictions needs for all participants. Maintain menu inclusivity policy for all relevant events.
Ensure that post-event close out occurs in a timely and efficient fashion including uploading guests to Raisers Edge, collaborating with colleagues on individual follow up needs, and tracking payments and gifts.
Coordinate with local and national staff on event promotion and media needs.
Coordinate with speakers and presenters for each event on logistics.
Review and negotiate contracts for hotels, restaurants, and other venues, as well as supplier contracts for event related services.
Conduct venue research and site inspections.
Support host committees and lay leader engagement as directed.

Additional responsibilities:

Assist in identifying staffing needs onsite; assist in defining and communicating roles and responsibilities.
Assist customers and access reports through the registration software (Cvent) and other software.
Research and work with external vendors to manage special projects.
Support post-event activities including debrief memos and creating an event archive.
Assist with set-up and break-down of events, as well as onsite production as necessary.
Special projects as assigned.

Supervisory Role

Individual contributor

Education, Training, and Experience

BA degree required.
Minimum of 5 years of related work experience and intermediate job skills and knowledge.
Certified Meeting Planner (CMP) credentials are a plus.
Working knowledge of CRM and other donor related tools.

Knowledge, Skills, and Abilities

Passion for the mission, goals, and objectives of AJC
Committed to AJC’s core values: respect, accountability, integrity, innovation, and collaboration
Passion for event-based work with experience in some of the following strongly preferred: event planning, catering and banquet services, hospitality industry.
Thorough knowledge of kosher dietary laws.
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
Strong attention to detail
A self-starter, willing to take the initiative. Capacity to multitask and work in a fast-paced and changing environment
Willing and able to work outside of standard working hours, including early mornings, evenings, and/or weekends
Proficient in Microsoft Office (Word, Excel, PowerPoint, Teams, and Outlook), Google Suite applications, and Zoom
Must have knowledge of Cvent and relevant event software. Cvent certification is a plus.

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