Assistant Director of Events

Jewish Federation of Greater Philadelphia•Philadelphia, PA

1d•Hybrid

About The Position

The Assistant Director of Events reports to and collaborates closely with the Senior Director of Event Strategy to orchestrate a diverse array of Jewish Federation events, spanning from intimate meetings to prestigious community events and everything in between. In this pivotal role, the Assistant Director of Events spearheads the logistics and execution of each event, within their portfolio serving as the driving force behind the scenes and on-site. As the primary point of contact for specific assigned events, they are entrusted with making critical decisions that align seamlessly with the client's and organization's objectives. Their responsibilities encompass the entire event lifecycle, from conceptualizing innovative event concepts to meticulous logistical planning. They plan and oversee every detail, from venue selection and vendor coordination. Furthermore, the Assistant Director of Events plays a pivotal role in fostering strong relationships with vendors and clients, conducting thorough location vetting, and providing unparalleled on-site customer service. Their dedication and expertise guarantee the success of each event and superb customer service, leaving a lasting impression on attendees and stakeholders alike.

Requirements

Strong communication (oral as well as written) and interpersonal skills to work effectively with all levels of Federation staff, community leaders, volunteers and external vendors.
Sound problem-solving and decision-making skills
Proven organizational and planning skills
Experience managing budgets and sticking within them as it pertains to spendings.
Knowledge of market techniques and trends
Knowledge of catering and facility management
Ability to work early mornings, evenings and some weekends
Minimum of 4-6 years of professional event planning experience.
Ability to thrive in a fast-paced environment and manage multiple tasks effectively.
Proficiency in Microsoft Word, Excel, and PowerPoint.

Nice To Haves

Familiarity with Jewish culture and laws of kashrut preferred

Responsibilities

Partner with Senior Director of Event Strategy to develop and implement 200 events and meetings per year for a variety of audiences widely ranging in scope, size and complexity
Manage collateral deliverables to support events including invitations, web pages, signage, flyers, and other promotional and print materials
Supervise internal team communication for the Jewish Federation calendar to internal team members on a monthly basis
Lead event logistics from concept through execution including selecting and booking vendors, speaker bookings, timelines and budgets, based on strategy created in partnership with the Director of Event Strategy
Responsible for supervising the event specialists in determining the necessary materials for events to be packed/unpacked and transported to and from the event
Lead venue walk-throughs on events that fall within the assigned portfolio
Builds and maintains vendor relationship
Serve as an on-site decision maker at events within the assigned portfolio. Troubleshoot necessary challenges that might arise at the event using their discretion
Supervise all vendor relations annual paperwork needed to fulfill risk management requirements
Cultivate and maintain relationships with Federation professionals, lay leaders, and vendors.
Responsible for the distribution of branded materials for events (banners, easels, tablecloths, give a ways etc.)
Lead planning meetings for affinity groups within portfolio
Be a coach for event team
Represent the Senior Director of Event Strategy in meetings, when necessary and appropriate