Administrative Assistant, Event Services

Job description

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 in community impact. 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. Excellent customer service and attention to detail is essential. Essential Duties and Responsibilities: - Submit all event set-up requests via online portals - Serve as back-up to event admins for event registration, name badge creation, pre-event preparations, day-of tasks, and post-event reconciliation - Work with event planners to process all requisitions and purchase orders - Manage event calendars, handle submissions and changes, and report conflicts and updates as needed - Prepare event supplies per checklist and return items post-event - Assist Event Services Team with speaker and vendor research - Manage event supplies and inventory; maintain event storage - Perform general administrative duties including collecting data, copying, mailing, and filing - Coordinate packaging and shipping needs - Support Project Coordinator and Event Planners with event speaker support (transportation and lodging) - Attend all assigned events and assist with setup, registration, and breakdown Qualifications: - Associate degree or greater required, preferably in Event Planning, Fundraising, Non-profit Management, Business Administration, or Hotel Management - Two or more years of administrative experience with fundraising events and event support - Excellent customer service and verbal/written communication skills - Strong interpersonal and organizational skills with high attention to detail - Strong knowledge of MS Office (Outlook, Word, Excel, PowerPoint, Teams), Zoom, and basic database skills - Experience working with volunteers and committees - Ability to work off-hour events including mornings, evenings, and possible weekends - Must be able to lift and carry at least 25 lbs. and set up event displays - Must maintain valid Florida driver's license Benefits: Comprehensive health, dental, and vision coverage; disability and life insurance; wellness program; generous paid time off; paid Jewish and U.S. holidays; early Friday closings in observance of Shabbat; 401(k) with employer contribution; FSA and HSA options.