Assistant Director, Events

Your Impact: This position advances AJC’s mission by planning, overseeing, and developing work that directly supports the organization’s strategic goals; may have no direct reports or manage a small team. The role exercises significant latitude to solve moderately complex challenges and make decisions with meaningful departmental impact. The Assistant Director will serve as a key partner in the planning, coordination, and execution of AJC’s signature and regional events in South Florida working closely with the fundraising teams in Miami Broward and Palm Beach offices and other internal stakeholders to ensure seamless, high-impact experiences.

Your Role: This team member provides event production and logistics expertise in the planning and execution of events for AJC in the region. Responsibilities are centered on managing key elements of event operations (budgets, F&B, transportation, vendor management) for multi-size events, creating and managing event and department budgets, vendor and venue searches and contract negotiations, and problem-solving unique project challenges. This role will leverage learnings and tools from the Global Events team, as well as the applicable regional offices.

Core responsibilities: Support event choreography and logistics, including coordination of venue space and set ups, liaising with vendors, onsite supervision, function as key support staff, and troubleshoot needs for all regional events. Engage with vendors during events, including sourcing and overseeing vendors, contract negotiation, co-creating routes and schedules, and coordinating execution of services onsite. Create and manage event budgets, including research and projections, payment authorization, invoice follow up and reconciliation. Manage Kosher and other Food and Beverage programs, including vendor and venue research, and managing dietary restrictions needs for all participants. Maintain menu inclusivity policy for all relevant events. Ensure that post-event close out occurs in a timely and efficient fashion including uploading guests to Raisers Edge, collaborating with colleagues on individual follow up needs, and tracking payments and gifts. Coordinate with local and national staff on event promotion and media needs. Coordinate with speakers and presenters for each event on logistics. Review and negotiate contracts for hotels, restaurants, and other venues, as well as supplier contracts for event related services. Conduct venue research and site inspections. Support host committees and lay leader engagement as directed.

Additional responsibilities: Assist in identifying staffing needs onsite; assist in defining and communicating roles and responsibilities. Assist customers and access reports through the registration software (Cvent) and other software. Research and work with external vendors to manage special projects. Support post-event activities including debrief memos and creating an event archive. Assist with set-up and break-down of events, as well as onsite production as necessary. Special projects as assigned. Education, Training, and Experience Minimum of 5 years of related work experience and intermediate job skills and knowledge. Certified Meeting Planner (CMP) credentials are a plus. Working knowledge of CRM and other donor related tools. Knowledge, Skills, and Abilities Passion for the mission, goals, and objectives of AJC Committed to AJC’s core values: respect, accountability, integrity, innovation, and collaboration Passion for event-based work with experience in some of the following strongly preferred: event planning, catering and banquet services, hospitality industry. Thorough knowledge of kosher dietary laws. Demonstrates professionalism and high standards of conduct Ability to work collaboratively with individuals from diverse backgrounds Excellent communication skills (written, verbal, and listening) Strong organization and project management skills, including the ability to set priorities and meet deadlines Strong attention to detail A self-starter, willing to take the initiative. Capacity to multitask and work in a fast-paced and changing environment Willing and able to work outside of standard working hours, including early mornings, evenings, and/or weekends Proficient in Microsoft Office (Word, Excel, PowerPoint, Teams, and Outlook), Google Suite applications, and Zoom Must have knowledge of Cvent and relevant event software. Cvent certification is a plus. Physical Demands Remaining in a stationary position, often sitting or standing for prolonged periods Repeating motions that may include the wrists, hands, and/or fingers Communicating with others to exchange information Moving about to accomplish tasks or moving from one worksite to another Disclaimers The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute a contract between the employer and employee and is subject to change by the employer as the needs of the employer and the requirements of the job change. Compensation The salary for this position is $65,000 - $75,000 depending on relevant experience and location. Regular Full-time employee benefits: Medical, vision, and dental plans Flexible Spending Account options Generous Paid Time Off (PTO) - 15 vacation days per year, that increases with continued employment Paid Holidays (many Federal and major Jewish Holidays) 403(b) participation, after one year of employment *After applicable waiting or probationary periods have been met