Description

The Jewish Federation of Greater Philadelphia hosts a wide range of events and meetings, from our community-based festivals to intimate dinners. The Event Operations Coordinator works closely with the Director of Events and Events Specialist to provide event and meeting support for more than 100 events each year. This includes creating registration forms, running zoom meetings/webinars in partnership with lead staff, coordination of onsite event materials, and managing onsite/day of registration. The Event Operations Coordinator works in partnership with the Data Services team to ensure the tracking of donor information related to event registration and attendance.

Requirements

Essential Duties and Responsibilities

• Collaborate with Event, Marketing and Data Teams to support the transition to new software to bring our registration systems into the 21st century. This will include testing and training. 
• Create event registration forms (utilizing new system)
• Create and manage zoom meetings/webinars for events
• Manage Jewish Federation event calendar listing on various event-related websites
• Produce registrations materials including name tags and attendance sheet
• Manage collection of and pack all event materials, and coordinate transportation of them to and from venue site
• Attend Jewish Federation events to provide set up and registration support
• Develop best practices for internal staff and implement processes for scheduling and catering of offsite committee meetings
• Manage off site committee meeting logistics including IT, catering, hybrid options, etc.
• Manage and process event paperwork related to invoicing, Certificates of Insurance, and contracts
• Coordinate vendor booking as needed
• In partnership with Production Assistant, wrap gifts, stuff folders, prepare event-related mailings, order event-related material
• Collaborate with fellow Event Services, and Marketing, Communications & Events team members to debrief on signature events, to resolve issues, and continually refine processes aimed at providing consistent event experiences for both guests and fundraising staff.
• Track marketing material inventory for utilization at events
• Other duties as assigned

Qualifications and Job Requirements

• Strong communication (oral as well as written) and interpersonal skills to work effectively with all levels of Federation staff, community leaders, volunteers and external vendors.
• Sound problem-solving and decision-making skills.
• Proven organizational and planning skills.
• Ability to work early mornings, evenings and some weekends.

Education & Training Requirements

• A college degree in marketing/events/PR 
• Previous internship or work experience preferred, but willing to teach on the job
• Ability to work in a fast-paced environment and to manage multiple tasks
• Ability to lift 25 pounds and stand on feet for extended periods of time
• Proficiency in Word, EXCEL, Google Docs, and Zoom
• Sufficient manual dexterity for operation of PC keyboard and other standard office equipment. 
• Ability to sit for long periods of time