Annual Dinner Administrative Assistant (Part-Time / Temporary)

Japan Society • New York, NY

28d • $30 • Hybrid

About The Position

Japan Society is seeking a high-energy, detail-oriented Annual Dinner Administrative Assistant to support the planning and execution of Japan Society’s 2026 Annual Dinner. This high-profile event, held in mid-June, is our most significant fundraising milestone of the year. Reporting to the Director of Special Events, you will serve as a critical operational anchor, ensuring seamless data management and guest relations in the lead-up to the gala. Schedule & Location: Duration: Now through late June 2026. Tempo: 2–3 days per week through May; increasing to 5 days per week in the 1–2 weeks immediately preceding the event. Flexibility: Hybrid work environment. While some on-site work at our landmarked NYC headquarters is required, work can be primarily remote if preferred.

Requirements

• Bachelor’s degree required.
• Advanced skills in MS Office.
• P roficiency in Microsoft Access is required
• Exceptional organizational skills and a "marathon mindset" regarding attention to detail.
• Excellent written and verbal skills, with a background in customer service or client relations.
• Ability to work flexible hours, including evenings and full days in the immediate lead-up to the event in June 2026.

Nice To Haves

• experience with Raiser’s Edge is a significant plus

Responsibilities

• Inquiry Management: Act as the primary point of contact for the Annual Dinner inbox, providing professional and timely responses to guest and sponsor inquiries.
• Revenue Processing: Facilitate ticket and table orders via email and phone; collaborate closely with the Corporate Giving team to ensure accurate fundraising tracking.
• Data Stewardship: Maintain the integrity of our guest and donor records by entering orders, guest lists, and payments into our Microsoft Access database and Raiser’s Edge.
• Sponsor Liaison: Follow up with corporate partners to collect guest lists, high-resolution logos, and specific dietary requirements.
• Event Collateral: Prepare precise seating materials, print place cards, and assist in the creation and distribution of digital ticketing.
• Quality Control: Proofread complex seating lists and generate real-time attendee reports for leadership.
• On-Site Execution: Provide essential "day-of" support in mid-June, managing guest registration and resolving ticketing inquiries with poise.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level