Assistant Director of Events

Description

Position Summary:

The Assistant Director of Events reports to and collaborates closely with the Senior Director of Event Strategy to orchestrate a diverse array of Jewish Federation events, spanning from intimate meetings to prestigious community events and everything in between.  In this pivotal role, the Assistant Director of Events spearheads the logistics and execution of each event, within their portfolio serving as the driving force behind the scenes and on-site. As the primary point of contact for specific assigned events, they are entrusted with making critical decisions that align seamlessly with the client's and organization's objectives.

Their responsibilities encompass the entire event lifecycle, from conceptualizing innovative event concepts to meticulous logistical planning. They plan and oversee every detail, from venue selection and vendor coordination. 

Furthermore, the Assistant Director of Events plays a pivotal role in fostering strong relationships with vendors and clients, conducting thorough location vetting, and providing unparalleled on-site customer service. Their dedication and expertise guarantee the success of each event and superb customer service, leaving a lasting impression on attendees and stakeholders alike.

Essential Duties and Responsibilities:

• Partner with Senior Director of Event Strategy to develop and implement 200 events and meetings per year for a variety of audiences widely ranging in scope, size and complexity
• Manage collateral deliverables to support events including invitations, web pages, signage, flyers, and other promotional and print materials
• Supervise internal team communication for the  Jewish Federation calendar to internal team members on a monthly basis
• Lead event logistics from concept through execution including selecting and booking vendors, speaker bookings, timelines and budgets, based on strategy  created in partnership with the Director of Event Strategy 
• Responsible for supervising the event specialists in determining the necessary materials for events to be packed/unpacked and transported to and from the event
• Lead venue walk-throughs on events that fall within the assigned portfolio
• Builds and maintains vendor relationship
• Serve as an on-site decision maker at events within the assigned portfolio. Troubleshoot necessary challenges that might arise at the event using their discretion
• Supervise all vendor relations annual paperwork needed to fulfill risk management requirements
• Cultivate and maintain relationships with Federation professionals, lay leaders, and vendors.
• Responsible for the distribution of branded materials for events (banners, easels, tablecloths, give a ways etc.)
• Lead planning meetings for affinity groups within portfolio
• Be a coach for event team
• Represent the Senior Director of Event Strategy in meetings, when necessary and appropriate

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
• Experience managing budgets and sticking within them as it pertains to spendings.
• Knowledge of market techniques and trends
• Knowledge of catering and facility management
• Familiarity with Jewish culture and laws of kashrut preferred
• Ability to work early mornings, evenings and some weekends
• Minimum of 4-6 years of professional event planning experience.
• Ability to thrive in a fast-paced environment and manage multiple tasks effectively.
• Proficiency in Microsoft Word, Excel, and PowerPoint.

Overview

Jewish Federation of Greater Philadelphia offers a competitive compensation and benefits package, including a hybrid work schedule, medical, dental, vision, prescription drug program, life insurance, generous paid time off and 403b retirement savings program.

Our Mission

The Jewish Federation of Greater Philadelphia mobilizes financial and volunteer resources to address the communities’ most critical priorities locally, in Israel and around the world.

Commitment to Diversity

We deeply value the diversity of insight, perspective, and experience brought by people from backgrounds typically underrepresented in Jewish institutions. This includes Black, Latinx, and Asian people, Black Jews, Jews of Color, lesbian, gay, bisexual, trans, and gender non-conforming people, and people with disabilities. We also welcome applications from people of diverse religious, spiritual, and cultural backgrounds.

About the Organization:

Since 1901, the Jewish Federation of Greater Philadelphia has served as the hub of the region’s Jewish communities, providing an infrastructure of support for Jewish people and organizations in need. Through grants, emergency funding, restricted gifts, endowments, and our partnership with the Foundation for Jewish Day Schools, we care for those in need, combat antisemitism and global crisis, and strengthen Jewish identity.

Benefits

Jewish Federation of Greater Philadelphia offers a competitive compensation and benefits package, including a hybrid work schedule, medical, dental, vision, prescription drug program, life insurance, generous paid time off and 403b retirement savings program.