Event Planner Coordinator Jobs in Boca Raton, FL

Description

Jewish Federation of Palm Beach County is a 501(c)3 nonprofit that mobilizes the community to care for those in need, activate Jewish life, safeguard the people of Israel, and combat antisemitism and hatred locally and in more than 70 countries worldwide. Each year, Federation engages thousands of donors and volunteers to generate tens of millions of dollars in philanthropic support, sustaining a network that delivers critical services, builds community, and responds to urgent challenges. Staff play a direct role in advancing this work across the Palm Beaches and beyond.

Position Summary:

The Event Planner plans, coordinates and executes a variety of fundraising and engagement events to support the mission, vision, and core values of Federation. The role manages multiple projects simultaneously, ensuring alignment with Federation's strategic goals and objectives. They lead an interdisciplinary group of Federation team members, vendors, volunteers and other stakeholders, and collaborate with the Director, Event Services to ensure the success of each event.  

Essential Duties and Responsibilities:

Event Planning and Strategy 

• Autonomously manages a portfolio of events assigned by the Director, Event Services ensuring each event aligns with organizational goals and priorities.  
• Collaborate with lead staff person, Marketing team and Events team to create comprehensive strategy for all assigned events, demonstrating strong leadership and decision-making abilities.  
•  Prepares and manages event budgets for approval ensuring meticulous budget management and adherence to approved financial plans.  

Research and Analytics 

• Conduct through research and provide expert recommendations for event logistics, including, but not limited to, speaker selection, venue, food and beverage, event set-up, decor, entertainment, audio visual, virtual event production requirements and more. 
•  Perform post-event analysis to measure success, gather feedback and identify areas for improvement.  

Vendor Management 

• Lead vendor contract negotiations in partnership with the Director, Event Services, ensuring favorable terms and compliance with contractual obligations.  
• Oversees vendor performance, ensuring high standards and alignment with event objectives, and address any discrepancies or issues promptly and professionally.   
•  Coordinates air travel, ground transportation, hotel arrangements, meals and onsite requirements for speakers, ensuring a seamless and professional experience.  

Project Management 

• Works with Event Project Manager to manage event marketing timeline, ensuring timely delivery of promotional materials and communication.  
• Continually lead meetings with lead staff, support department staff and vendors to ensure successful execution of event plans.  
• Maintains accurate and organized electronic files and communications for assigned events, ensuring easy access to information and efficient project management.  

Customer Service 

• Collaborate with internal and external stakeholders including sponsors, partners, lay leaders and attendees to ensure their needs and expectations are met.  
•  Promotes the mission of Federation through superior customer service, representing the organization with professionalism and dedication.   
•  Attends all events serving as a key representative of Federation, ensuring that events run smoothly and successfully.  

Additional Responsibilities 

• Perform all other duties as assigned by the Director, Event Services, demonstrating leadership, initiative and flexibility to additional responsibilities. 

Qualifications and Success Factors:

•  Associates degree required (bachelor's degree preferred) preferably in one of the following areas: Event Planning, Fundraising, Non-profit Management, Business Administration, Hotel Management or similar. 
•  Three (3) or more years' experience with fundraising events and event management or equivalent combination of relevant education, experience and skills required. 
•  Excellent verbal and written communication skills required. 
• Strong knowledge of basic office computing, including MS Office (Outlook, Word, Excel, PowerPoint, Teams), Zoom and basic database skills required. 
• Strong organizational skills required. 
•  Experience working with volunteers and committees. 
•  Experience working with donor relation systems preferred. 
•  Experience managing budgets required. 
• Knowledge of effective utilization of audio-visual equipment preferred. 
•  Ability to problem solve and multi-task with numerous deadlines. 
• Ability to work independently and as a member of a team. 
• Creativity and innovative thinking required. 
•  Must be able to pass a Level 1 background check. 
•  Must be able to lift and carry at least 25 lbs. and be able to set up event displays. 
•  Must maintain a valid Florida driver's license. 
•  Must be able to work off-shift hours including nights and weekends, as needed. 

Work Environment:

Jewish Federation of Palm Beach County is committed to creating a workplace where employees feel supported, valued, and connected to our mission. Our offices are located in a beautiful facility in West Palm Beach, providing a professional and welcoming environment for both staff and visitors. The building is secured during business hours with dedicated safety personnel to help ensure a safe and supportive workplace.

Federation prioritizes employee well-being and professional growth through a collaborative culture and a dedicated employee wellness program that promotes physical, mental, and emotional health. Employees also benefit from a wide range of professional development opportunities, including in-house courses through Federation University, cross-departmental trainings, conference participation, professional certifications, and involvement in fellowships and leadership cohorts.

Employees of the Federation also enjoy a comprehensive benefits package designed to support health, financial security, and work-life balance, including:Health & Wellness Benefits Comprehensive health coverage including medical, dental, and vision plans Disability and life insurance coverage A dedicated employee wellness program focused on overall well-being

Time Off & Work-Life Balance Generous paid time off Paid Jewish and U.S. holidays Early office closings on Fridays in observance of Shabbat Early closings on many holiday eves Financial Benefits 401 (k) retirement plan with employer contribution pre-tax benefits including Flexible Spending Accounts (FSA) and Health Savings Accounts (HSA)

Pay Rate:

We benchmark our salary ranges for new hires in relation to the role, level, and role location; however, we consider a multitude of factors, to include relevant experience, skills, and education/training, to determine compensation within the identified range.

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 Federation's discretion. Employment is at-will, and this job description is not an employment contract. Nothing herein shall be deemed to create in any way whatsoever an employment contract.