Administrative Associate, Events - Part-Time 20 hours

Combined Jewish Philanthropies; Boston (MA); Hybrid; USD 80,000 - 100,000; Part time

Job summary

A non-profit organization in Boston seeks a part-time Administrative Associate to support their Events team. This role involves managing administrative tasks, providing logistical support for events, and collaborating with team members. Candidates should have an associate degree and 1-3 years of relevant experience. Proficiency in Microsoft Office and strong communication skills are essential. The position offers a hybrid work model, requiring on-site work on specific days while allowing remote options on others.

Qualifications

• 1-3 years of administrative and/or event planning experience.
• Prior not-for-profit experience is preferred.
• Experience working with volunteers is preferred.

Responsibilities

• Provide general administrative assistance to the Events team.
• Provide production and logistical support for events.
• Coordinate with event team members for event logistics.

Skills

Ability to prioritize and manage multiple tasks

Proficiency in Microsoft Office Suite

Strong written and verbal communication skills

Experience supporting event logistics

Interpersonal skills with volunteers and stakeholders

Ability to maintain confidentiality

Education

Associate degree or equivalent experience

Tools

Microsoft Office Suite

CRM databases

Zoom

Job description

Part-time, 20-hour per week:

Passion. Purpose. Impact. CJP is at the heart of Greater Boston's Jewish community, but our reach is felt around the world. Ranked by BBJ as Massachusetts’ largest non-profit organization – CJP is a philanthropic investor and mobilizer of people, resources, and skills that make a bigger difference locally and globally.

We are seeking a highly organized, detail-oriented, and adaptable Administrative Associate to support our dynamic Events team. This part-time, 20-hour per week, position will provide critical administrative and logistical assistance and will provide event support for multiple events and special projects throughout the year.

This role is ideal for a highly organized, detail-oriented, proactive, and adaptable individual who thrives in a fast-paced, collaborative, and mission-driven environment.

CJP is not able to offer visa sponsorship for this position. Candidates must be authorized to work in the United States without visa sponsorship.

Essential Functions:

• Administrative Support: Provide general administrative assistance to the Events team, including calendar management, meeting preparation, and internal/external correspondence.
• Event Logistics Support: Provide production and logistical support for events by processing invoices and contracts, maintaining event records, assisting with logistics, booking vendors, and preparing event supplies and materials.
• Cross-functional Collaboration: Coordinate with event team members to support event planning meetings and ensure all aspects of event logistics are covered.
• Other duties as assigned with or without accommodation.

Working Conditions:

• Hybrid Work Schedule: CJP staff follow a hybrid work model. On-site work is required on Tuesdays and Wednesdays, while remote work is an option on Mondays, Thursdays, and Fridays with occasional in-person meetings on those days.
• Physical Requirements: This role involves remaining in a stationary position, often sitting or standing for prolonged periods, primarily working at a computer. Staff need to be able to carry a laptop and bag to and from the office. This role will require the physical capability to easily move all necessary production supplies, some weighing less than or up to 50 pounds, without assistance, including pushing, pulling, and bending.
• Inclusivity: We are committed to creating an inclusive environment for individuals of all abilities and backgrounds.

Education:

Associate degree or equivalent experience.

Experience:

1-3 years of administrative and/or event planning experience in a fast-paced, service-oriented environment. Prior not-for-profit experience, event planning, and working with volunteers is preferred.

Skills/Competencies:

• Ability to prioritize and manage multiple tasks and deadlines effectively in a fast-paced environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with CRM databases and Zoom and other virtual event platforms preferred.
• Ability to manage projects proactively, pay attention to detail, and ensure accuracy and follow-through on all tasks.
• Strong written and verbal communication skills, with the ability to author and proofread documents and correspondence professionally.
• Strong interpersonal skills, able to interact with volunteers, community members, vendors and internal stakeholders effectively.
• Ability to maintain confidentiality and exercise sound judgment in a variety of situations.
• Experience supporting event logistics and ensuring smooth execution.
• Ability to be flexible and adaptable to changes and shifting priorities.