Administrative Assistant, Event Services

Job Description

Job Description

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 to leading a powerful impact in the community.

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. Therefore, excellent customer service and attention to detail is essential.

Essential Duties and 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.

Shared office duties :

o Answering phones

o Ordering supplies

o Providing administrative support for events

o Assisting in other departments, as needed.

Qualifications and Success Factors :

Compensation and Benefits :

In addition to a competitive salary, Jewish Federation of Palm Beach County currently offers the following benefits :

Work Environment :

Position is eligible to work from home occasionally in accordance with Federation policies. When working from home, employee must :

Pay Rate :

In addition to benefits, the hourly pay rate for this role begins at $27 per hour. We benchmark our salaries for new hires in relation to the role, level, and role location; however, we consider a multitude of factors, to include relevant experience, skills, and education / training, to determine compensation levels.

The Jewish Federation of Palm Beach County is an Equal Opportunity Employer.

The duties and responsibilities described are not a comprehensive list and additional tasks may be assigned to the employee from time to time at the Federation’s discretion. Employment is at-will, and this job description is not an employment contract, and nothing herein shall be deemed to create in any way whatsoever an employment contract.

Requirements :