Coordinator, Western States

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.

Job Duties & Responsibilities

Administrative Support

Assist with daily office tasks, including, but not limited to:

• 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

Meetings and Events

Assist with logistics, including, but not limited to:

• 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

Database and Systems

Assist with research and data projects including, but not limited to:

• 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

Physical Requirements

• This position includes light manual labor such as lifting and moving boxes of materials (up to 20 pounds). The employee is regularly required to sit for extended periods, frequently walk, and stand. The employee must also operate office equipment and reach using hands and arms. The employee may occasionally climb, stoop, kneel, or bend. Reasonable accommodation may be made to enable individuals with special needs to perform essential job duties.

Qualifications and Skills

• 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
• High technical proficiency and experience using Salesforce or similar CRM/database systems preferred
• An interest in AIPAC’s mission and issues affecting the U.S-Israel relationship; comfort working in a pro-Israel political environment required