Coordinator, Regional Office

Global Jewish Advocacy; Town of Florida (NY); On-site; USD 35,000 - 52,000; Full time

Job summary

American Jewish Committee (AJC) is seeking an Administrative Assistant to support the Palm Beach regional office, coordinating logistics for events, maintaining CRM data, and assisting with donor communications.

The role involves managing calendars, travel, inventories, and reporting, with occasional after-hours work. Proficiency in Microsoft Office, Google Suite, HubSpot, and RE is preferred, along with strong communication and organizational skills.

Qualifications

• Minimum of 1 year of experience and intermediate job skills and knowledge.

Responsibilities

• Support the execution of the department's strategy and action plans by completing a variety of administrative tasks.
• Coordinate logistics and communications for events, meetings, trainings, missions, and other projects.
• Assist with the planning and implementation of research projects.
• Maintain calendars and schedule meetings.
• Arrange complex and detailed travel plans, itineraries, and agendas.
• Enter updates and edits into AJC’s CRM DB.
• Maintain inventory of office and event supplies.
• Take notes at meetings with internal and external stakeholders.
• Organize and maintain department documentation files.
• Maintain the department's contacts and mailing lists.
• Execute departmental reporting and tracking (e.g., financial reports, budgets, expenses, program updates, donor contributions, contracts).
• Respond timely to inquiries and requests from internal and external stakeholders.
• Prepare and disseminate group mailings.
• Draft correspondence, documents, spreadsheets, and other communication materials.
• Support the growth of AJC Palm Beach through the accurate and timely maintenance of regional office database records, including constituent information, fundraising and advocacy event tracking, and documentation of constituent engagement and interactions in Raiser’s Edge (RE).
• Maintain and organize inventories of AJC printed marketing materials, office supplies, and pantry supplies. Prepare and assemble AJC-branded folders and materials for meetings with donors, advocacy partners, and other stakeholders.
• Support the creation and distribution of digital marketing communications, including newsletters, event invitations, and program communications through HubSpot. Assist with synchronizing records between Raiser’s Edge and HubSpot to ensure constituents receive accurate and timely digital correspondence.
• Assist with the creation and management of donation and event registration forms through GoFundMe Pro.
• Support submission of donations, pledges, and gift adjustment requests to the National Gift Processing Team in a timely and accurate manner.
• Assist with processing invoices for the AJC Palm Beach office through NetSuite.
• Coordinate logistics for in‑office meetings and events, including room setup, RSVP lists, catering coordination, pantry stocking, preparation of printed materials, name tags, table tents, and other event‑related materials.
• For events held at external venues, coordinate and prepare all branded and printed materials, name tags, table tents, and event‑specific supplies; assist with packing, transporting, setting up, and breaking down event materials as needed.
• Perform other duties and responsibilities as assigned to support the overall effectiveness and operations of the Palm Beach office.

Skills

Communication skills

Organization

Project management

Multitasking

Attention to detail

Team collaboration

Time management

Adaptability

Tools

Microsoft Office

Google Suite

Zoom

Raiser’s Edge (RE)

HubSpot

GoFundMe Pro

NetSuite

Job description

American Jewish Committee (AJC) is the global advocacy organization for the Jewish people. We create trusted partnerships with leaders around the world to ensure Jews and Israel are safe and thriving.

With an unparalleled reach spanning six continents, AJC engages leaders in more than 110 countries through 40 offices and dozens of partnerships with Jewish communities worldwide. Wherever the Jewish people and Israel need us, AJC is there—empowering leaders in government, education, partner communities, and the private sector to counter antisemitism and act as allies.

The challenges we face are global. AJC is leading the global response. Join us.

Your Department

AJC's Regional Offices connect the local communities with AJC’s global advocacy work to enhance the well‑being of the Jewish people and Israel. We maintain the agency's nationwide presence by attracting leaders and donors to AJC, enhancing the organization’s influence with key local, national, and international decision makers and stakeholders, implementing advocacy initiatives at the state and local level, and establishing and nurturing community relationships.

Your Impact

This position makes an impact at AJC by providing effective execution of tasks and providing essential support to the success of the team/department; may lead small projects. Works with regular oversight to solve routine problems and make routine decisions.

Incumbents provide essential administrative support to the their department, enabling their team to function effectively and efficiently. Coordinators are responsible for completing a variety of administrative, communications, and event coordination‑tasks, while assisting with projects and initiatives aligned with AJC’s priorities.

Your Role

• Support the execution of the department's strategy, goals, objectives, and action plans by completing a variety of administrative tasks
• Coordinate logistics and communications for events, meetings, trainings, missions, and other projects
• Assist with the planning and implementation of research projects
• Maintain calendars and schedule meetings
• Arrange complex and detailed travel plans, itineraries, and agendas
• Enter updates and edits into AJC’s CRM DB
• Maintain inventory of office and event supplies
• Take notes at meetings with internal and external stakeholders
• Organize and maintain department documentation files
• Maintain the department's contacts and mailing lists
• Execute departmental reporting and tracking (e.g., financial reports, budgets, expenses, program updates, donor contributions, contracts)
• Respond timely to inquiries and requests from internal and external stakeholders
• Prepare and disseminate group mailings
• Draft correspondence, documents, spreadsheets, and other communication materials

Specific to This Role

• Support the growth of AJC Palm Beach through the accurate and timely maintenance of regional office database records, including constituent information, fundraising and advocacy event tracking, and documentation of constituent engagement and interactions in Raiser’s Edge (RE).
• Maintain and organize inventories of AJC printed marketing materials, office supplies, and pantry supplies. Prepare and assemble AJC-branded folders and materials for meetings with donors, advocacy partners, and other stakeholders.
• Support the creation and distribution of digital marketing communications, including newsletters, event invitations, and program communications through HubSpot. Assist with synchronizing records between Raiser’s Edge and HubSpot to ensure constituents receive accurate and timely digital correspondence.
• Assist with the creation and management of donation and event registration forms through GoFundMe Pro.
• Support submission of donations, pledges, and gift adjustment requests to the National Gift Processing Team in a timely and accurate manner.
• Assist with processing invoices for the AJC Palm Beach office through NetSuite.
• Coordinate logistics for in‑office meetings and events, including room setup, RSVP lists, catering coordination, pantry stocking, preparation of printed materials, name tags, table tents, and other event‑related materials.
• For events held at external venues, coordinate and prepare all branded and printed materials, name tags, table tents, and event‑specific supplies; assist with packing, transporting, setting up, and breaking down event materials as needed.
• Perform other duties and responsibilities as assigned to support the overall effectiveness and operations of the Palm Beach office.

Education, Training, and Experience

• Minimum of 1 year of experience and intermediate job skills and knowledge

Knowledge, Skills, and Abilities

• Passion for the mission, goals, and objectives of AJC
• Commitment to AJC’s core values: respect, accountability, integrity, innovation, and collaboration
• Demonstrates professionalism and high standards of conduct
• Ability to work collaboratively with individuals from diverse backgrounds
• Excellent communication skills (written, verbal, and listening)
• Strong organization and project management skills, including the ability to set priorities and meet deadlines
• Excellent attention to detail and follow‑through
• Capacity to multitask and work in a fast‑paced and changing environment
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Teams, and Outlook), Google Suite applications, and Zoom
• Ability to work evenings and weekends, when necessary

Physical Demands

• Remaining in a stationary position, often sitting or standing for prolonged periods
• Repeating motions that may include the wrists, hands, and/or fingers