Administrative and Event Associate

We are seeking a highly organized, detail-oriented, and adaptable Administrative / Event Associate to support our dynamic Events and Philanthropic Connections teams. This position will provide critical administrative assistance, database management, and event logistics support. The Associate will be a departmental point person for registration and event support for multiple events and special projects throughout the year. The Administrative / Event Associate will report directly to the Director of Events and have a dotted line reporting relationship to the VP, Philanthropic Connections.This role is ideal for a highly organized, detail-oriented, proactive, and adaptable individual who thrives in a fast-paced, collaborative, and mission-driven environment.Key Responsibilities : Administrative Support : Provide general administrative assistance to the Events and Philanthropic Connections teams, including calendar management, meeting preparation, and internal / external correspondence.Event Registration & Database Management : Lead the registration process for virtual and in-person events, update and maintain accurate database information, and serve as the primary point of contact for volunteers, attendees, and staff, ensuring prompt and courteous responses to all inquiries.Event Logistics Support : Provide production and logistical support for events by processing invoices and contracts, maintaining event records, coordinating logistics, booking vendors, and preparing event supplies.Cross-functional Collaboration : Coordinate with event team members to support event planning meetings and ensure all aspects of event logistics are covered.Other duties as assigned with or without accommodation.Education : Associate degree or equivalent experienceExperience : 2-3 years of administrative and / or event planning experience in a fast-paced, service-oriented environment. Prior experience in community work, event planning, working with volunteers is required; not-for-profit experience preferred.Skills / Competencies : Ability to prioritize and manage multiple tasks and deadlines effectively in a fast-paced environment.Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and CRM databases; experience with Zoom and other virtual event platforms preferred.Ability to manage projects proactively, pay attention to detail, and ensure accuracy and follow-through on all tasks.Strong written and verbal communication skills, with the ability to author and proofread documents and correspondences professionally.Strong interpersonal skills, able to interact with volunteers, community members, and internal stakeholders effectively.Ability to maintain confidentiality and exercise sound judgment in a variety of situations.Experience supporting event logistics and ensuring smooth execution.Ability to be flexible and adaptable to changes and shifting priorities.Working Conditions : Hybrid Work Schedule : CJP staff follow a hybrid work model. On-site work is required on Tuesdays and Wednesdays, while remote work is an option on Mondays, Thursdays, and Fridays, with occasional in-person meetings on those days.Flexibility to work occasional nights and weekends is necessary for this role.Must possess a driver’s license, a car or access to a car, and willingness to drive to and from events.Physical Requirements : This role involves remaining in a stationary position, often sitting or standing for prolonged periods, primarily working at a computer. This role also requires the physical capability to easily move all necessary production supplies, some weighing less than or up to 50 pounds, without assistance, including pushing, pulling, and bending.Inclusivity : We are committed to creating an inclusive environment for individuals of all abilities and backgrounds.#J-18808-Ljbffr