Regional Office Coordinator: Events & Donor Engagement

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 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.