Summary: The Regional Program Coordinator reports to the Deputy Operations Director and assists with the pre-and post-event planning of local in-person and virtual events.
Job Duties & Responsibilities:
• Assists with pre-event tasks for local in-person and virtual events, including, but not limited to:
o Works with speakers, event contractors and vendors to obtain necessary documentation required for events.
o Manages travel, accommodations and itineraries for internal and external speakers participating in events.
o Prepares and packs event materials for events taking place at external venues and updates inventory in real time.
o Adds events to the calendars of the relevant speakers and staff.
o Registers and declines donors for virtual and in person events, as needed, and maintains, tracks and reports on event responses.
o Updates and inputs the results of vendor research into a master spreadsheet for ongoing use.
• Assists with the post-event tasks for local in-person and virtual events, including, but not limited to:
o Creates a source of truth for each event by archiving recruitment materials, supply and material lists, meeting notes, budget documents, vendor contracts, invoices and program materials in a consistent manner.
o Manages the unpacking of event materials in their designated locations at the office, updates inventory and identifies materials that need to be restocked.
o Processes event-related bills, invoices and payments through AIPAC’s account payable systems.
o Assists the Deputy Operations Director with post-event analysis, attendance records, budget reconciliation and fundraising data and identifies post-event development data management opportunities.
• Works to ensure various stakeholders have a clear understanding of expectations, deliverables, dependencies, risks and progress towards achieving milestones.
• Attends and staffs various events, as needed.
• Other duties as assigned.
Qualifications/Skills:
• Have a basic understanding of AIPAC’s mission and the issues affecting the U.S.-Israel
relationship.
• Comfort working in the pro-Israel political environment required.
• 1-3 years of relevant experience working on corporate, non-profit or political events.
• Bachelor's degree or commensurate experience
• Maintain full competency in Microsoft Office Suite and be able and willing to train and master other intricate database and computer applications.
• Experience working with digital marketing, sales enablement and design platforms like Salesforce Marketing Cloud, Outreach.io, and InDesign required
• Experience with email design and creating and sending mass email campaigns.
• Experience with Google Analytics or similar email and web metric reporting preferred.
• Knowledge of email design best practices.
• Ability to interact with vendors professionally while holding them accountable for the proper work product, services, or equipment for which they have been engaged.
• Possesses strong verbal and written communication skills.
• Establishes and maintains close working relationships with colleagues.
• Comprehend the overall objective/mission of the event and tailor their work to accomplish that goal.
Posting Instructions
- Please provide a cover letter with a resume to be considered. Incomplete applications with missing documentation will not be considered.
- If applying for more than one position please use the 'Attachment' function to attach a position-specific cover letter.
- Please use your legal names when completing the employment application (no nicknames).
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