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Event Coordinator

2 months ago

West Palm Beach, Florida, United States Jewish Federation of the Greater Palm Beaches Full time
Job Summary

We are seeking a highly skilled and experienced Event Planner to join our team at the Jewish Federation of the Greater Palm Beaches. The successful candidate will be responsible for planning, coordinating, and executing a variety of fundraising and engagement events to support our mission and vision.

Key Responsibilities
  • Event Planning and Strategy
    • Manage a portfolio of events assigned by the Director, Event Services, ensuring each event aligns with organizational goals and priorities.
    • Collaborate with lead staff, marketing team, and events team to create comprehensive strategies for all assigned events, demonstrating strong leadership and decision-making abilities.
    • Prepare and manage event budgets for approval, ensuring meticulous budget management and adherence to approved financial plans.
  • Research and Analytics
    • Conduct thorough research and provide expert recommendations for event logistics, including speaker selection, venue, food and beverage, event set-up, décor, entertainment, audio-visual, and virtual event production requirements.
    • Perform post-event analysis to measure success, gather feedback, and identify areas for improvement.
  • Vendor Management
    • Lead vendor contract negotiations in partnership with the Director, Event Services, ensuring favorable terms and compliance with contractual obligations.
    • Oversee vendor performance, ensuring high standards and alignment with event objectives, and address any discrepancies or issues promptly and professionally.
    • Coordinate air travel, ground transportation, hotel arrangements, meals, and onsite requirements for speakers, ensuring a seamless and professional experience.
  • Project Management
    • Work with the Event Project Manager to manage event marketing timelines, ensuring timely delivery of promotional materials and communication.
    • Continually lead meetings with lead staff, support department staff, and vendors to ensure successful execution of event plans.
    • Maintain accurate and organized electronic files and communications for assigned events, ensuring easy access to information and efficient project management.
  • Customer Service
    • Collaborate with internal and external stakeholders, including sponsors, partners, lay leaders, and attendees, to ensure their needs and expectations are met.
    • Promote the mission of the Jewish Federation of the Greater Palm Beaches through superior customer service, representing the organization with professionalism and dedication.
    • Attend all events, serving as a key representative of the Federation, ensuring that events run smoothly and successfully.
  • Additional Responsibilities
    • Perform all other duties as assigned by the Director, Event Services, demonstrating leadership, initiative, and flexibility to additional responsibilities.
Qualifications and Success Factors
  • Associates degree required (bachelor's degree preferred) preferably in one of the following areas: Event Planning, Fundraising, Non-Profit Management, Business Administration, Hotel Management, or similar.
  • Three (3) or more years' experience with fundraising events and event management or equivalent combination of relevant education, experience, and skills required.
  • Excellent verbal and written communication skills required.
  • Strong knowledge of basic office computing, including MS Office (Outlook, Word, Excel, PowerPoint, Teams), Zoom, and basic database skills required.
  • Strong organizational skills required.
  • Experience working with volunteers and committees.
  • Experience working with donor relation systems preferred.
  • Experience managing budgets required.
  • Knowledge of effective utilization of audio-visual equipment preferred.
  • Ability to problem-solve and multi-task with numerous deadlines.
  • Ability to work independently and as a member of a team.
  • Creativity and innovative thinking required.
  • Must be able to pass a Level 1 background check.
  • Must be able to lift and carry at least 25 lbs. and be able to set up event displays.
  • Must maintain a valid Florida driver's license.
  • Must be able to work off-shift hours, including nights and weekends, as needed.