Event Services Project Coordinator

Position Summary:  The Events Services Project Coordinator is responsible for assisting in the timeline management of Federation events, while working within the mission, vision, and core values of the organization.

Essential Duties and Responsibilities: 

• Serve first and foremost in a Project Coordinator role for the Event Services Department, creating and maintaining deliverable timelines for event components from inception to completion.  
• Track and manage all timelines, ensuring all tasks are completed by their due dates. This includes supporting the Event Planners, Donor Officers and Admins in meeting project deadlines.  
• Schedule meetings for each event, inviting the appropriate participants, and distribute weekly task lists to keep team members informed of upcoming deadlines.  
• Collaborate with Marketing Project Manager to ensure marketing related deadlines are met and coordinate any necessary timeline adjustments.  
• Collaborate across departments and Federation leadership including Senior Executives, Marketing and Strategic Initiatives, Development, Engagement/Programming and IT Teams to facilitate events.  
• Submit and manage request forms for all Marketing materials through WorkZone, routing them for approval and feedback from donor officers and senior management.  
• Oversee the approval process, following up on multiple rounds of revisions and relaying all comments and revisions to Marketing teams for necessary adjustments.  
• Ensure all files/documents are saved in appropriate folders on server. 
• Initiate discussions with event team members and lead professionals to identify their speaker requirements for the season.  
• Research, book and manage external speakers for various events throughout the season, maintaining relationships with agencies to ensure smooth coordination of logistical needs.  
• Serve as the main point of contact for all speaker-related arrangements, from initial booking to event execution.  
• Maintain Federation’s speaker database, ensuring accurate tracking of all booked speakers across the organization.  
• Streamline speaker timelines to ensure all processed and timely completion of all necessary steps.  
• Collaborate with colleagues that are booking speakers for other programs to optimize scheduling and coordinate potential cross-program booking.  
• Work with IT and Tech teams to ensure smooth event execution. This includes setting up all Zoom meetings/webinars, reviewing settings, creating technical drafts of scripts (including back-up plans), and scheduling and facilitating multiple technical run-throughs with all necessary participants. 
• Track stats and data for events to properly work with the development team and increase recruitment year after year by conducting follow-ups post event. 
• Attend approximately 25-40 events per season, including during working hours and after hours.  

Qualifications and Success Factors: 

• Bachelor’s Degree preferred, preferably in one of the following areas: Event Planning, Fundraising, Non-profit Management, Business Administration, Hotel Management or similar.  
• Strong organizational skills required.  
• Experience with fundraising events and event coordination required. 
• Experience working with volunteers and committees preferred. 
• Bring creativity and innovative thinking to event execution.  
• Ability to problem solve and multi-task with numerous deadlines. 
• Excellent verbal and written communication skills required. 
• Ability to work independently and as a member of a team required. 
• Strong knowledge of basic office computing, including MS Office (Word, Outlook, Excel, PowerPoint) and basic database skills required. 
• Experience with donor relation systems preferred.  

The Jewish Federation of Palm Beach County is an Equal Opportunity Employer.  

The duties and responsibilities described are not a comprehensive list and additional tasks may be assigned to the employee from time to time at the Federation’s discretion. Employment is at-will, and this job description is not an employment contract and nothing herein shall be deemed to create in any way whatsoever an employment contract.