Coordinator, Western States

AIPAC•Los Angeles, CA

8h•Hybrid

About The Position

The Western States region is looking for a Coordinator who will provide support to the Operations and Development teams and help oversee the day-to-day running of the Los Angeles office. They will work in close collaboration with other members of the Operations team on projects and tasks related to management, creation, and implementation of departmental processes and systems as well as overall logistics and organization.

Requirements

Bachelor’s degree or equivalent experience
Minimum 1-3 years of experience in office administration or a support role
Excellent interpersonal and communication skills; able to express ideas verbally and in writing with professionalism
Highly organized and able to juggle multiple projects and responsibilities in a fast-paced environment
Proactively takes initiative to anticipate needs, prevent issues before they arise, and creatively solve problems
Flexible and adaptable; able to change direction calmly and efficiently
Team player who works well with others and is customer-service oriented
Fully competent in the Microsoft Office Suite (especially Excel, Word, and Outlook) with an ability to learn quickly and master new systems
An interest in AIPAC’s mission and issues affecting the U.S-Israel relationship; comfort working in a pro-Israel political environment required

Nice To Haves

High technical proficiency and experience using Salesforce or similar CRM/database systems preferred

Responsibilities

Assist with daily office tasks, including miscellaneous administrative support as needed for senior regional staff
Processing invoices, donations, and checks, managing recurring subscriptions
Managing and submitting expense reports for various regional staff
Liaising with building management and other vendors to coordinate maintenance requests and other services
Maintaining, replenishing, and tracking inventory of all office materials and snacks
Maintaining organization and cleanliness of all common spaces and supplies
Monitoring the region’s email inboxes and voice mail box, forwarding messages accordingly
Checking the mailroom and P.O. Box for mail/packages and distributing to relevant staff
Assist with logistics, including attending and staffing various local events as needed
Planning, sending invitations, tracking attendance, sourcing catering and supplies, managing event set up and break down
Calendaring and setting up the technology to facilitate office Zoom meetings and briefings and assisting with weekly staff meeting notetaking
Greeting and escorting office visitors and ensuring they are added to security lists
Assist with research and data projects including updating and maintaining donor and staff records
Generating reports and creating lists to support development needs
Writing and sending region-specific communications
Collaborating to streamline and enhance existing office systems and organizational tools