Events Assistant

Birthright Israel Foundation | New York, NY, United States

Posted Date 9/08/2022
Description

Job Description: The position description is a guide to the critical duties and essential functions of the job, not an all-inclusive list of responsibilities, qualifications, physical demands and work environment conditions. Position descriptions are reviewed and revised to meet the changing needs of the organization at the sole discretion of management.

FUNCTIONAL JOB TITLE:            Events Assistant       

 DEPARTMENT:                              Events

 REPORTS TO:                                 Associate Vice President of Events

This position is a 6 month contract.

 Position Objective:

 Work within the Events department to provide a full range of support to the organization and individual fundraisers for all event related activities, logistics, and daily operations; including collaboration with other internal departments and external partners when appropriate. 

 To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions unless this causes undue hardship to the organization.

Essential Functions:

  • Provide support for all events and meetings and ongoing projects coordinated by the Events department including, but not limited to:
  • Administrative support including creating name tags, compiling mailing lists, and ordering supplies;
  • Conduct venue and vendor research, outreach, and site visits and manage venue holds on a continuous basis;
  • Assist in managing the national group of speakers in the spirit of a “speakers bureau,” maintaining meeting schedules and making travel arrangements;
  • Write text for invitations, save-the-dates, and speaking notes;
  • Track RSVPs, update and manage invitation lists, and establish ongoing communication with fundraisers. Provide updates and timelines to all staff and vendors;
  • Assist in managing follow-up process, edit template letters as necessary, and handle all mailings;
  • Interact as liaison, when necessary, to any vendors (catering, staff, security, etc.) and hosts;
  • May involve domestic travel to attend events, when necessary, to manage on-site guest check-in, arrange event materials, and general setup;
  • May be assigned other tasks and duties reasonably related to job responsibilities.

Educational Requirements:

  • Bachelor’s degree.

Skills and/or Experience Required:

  • Prior professional office experience a plus;
  • Good computer skills, database management, Salesforce experience a plus;
  • Excellent verbal and written communication skills;
  • Team player;
  • Excellent organizational skills, strong time-management;
  • Excellent attention to detail, responsiveness, and creative problem-solving skills;
  • Understanding of American-Jewish concerns regarding Israel is preferable;
  • Ability to respond to inquiries or complaints, including those of a sensitive and confidential nature, from any of the following, if applicable, under a variety of circumstances, including adversarial situations: donors, managers, employees, or vendors, etc.;

Physical Demands:

  • Regularly required to speak clearly and hear the spoken word well;
  • Regularly required to carry and arrange event materials including pop-up banners, step-and-repeat, catering setup, and other event-related setup including arranging furniture;
  • Regularly required to physically operate routine office equipment such as telephones, computers, etc;
  • Regularly required to utilize near vision ability to read data and documents, including spreadsheets and reports, in printed form and on computer screens.

Work Environment:

  • Noise level is consistent with levels usually present in an office environment.
  • Hazards present are consistent with those common to an office environment.
Duration
Part Time, Contract, & Seasonal
Categories
Events Management
Organization Type
Other
Job Location
US

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