Administrative Assistant, Event Services

Jewish Federation of Palm Beach County • West Palm Beach, FL

64d • Hybrid

About The Position

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.

Requirements

• 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.
• 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.

Nice To Haves

• Experience with donor relation systems preferred.
• Experience managing POs and event expenses preferred.

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.
• Providing backup support for general office duties, including but not limited to: o Opening and distributing mail o Answering phones o Ordering supplies o Providing administrative support for events o Assisting in other departments, as needed.
• Other duties as assigned.

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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 101-250 employees