AIPAC is a registered domestic lobby whose principal mission is to work with Congress on legislation that strengthens the relationship between the United States and Israel.
Title
Administrative Assistant
Office
Southwest Regional Office
Roles and Responsibilities
- Relieve all positions in the organization of administrative detail with all projects
- Establish systems to run the office efficiently
- Sort and distribute mail; deliver mail to post office at end of day
- Answer, screen and direct phone calls
- Maintain staff calendar
- Routinely order and maintain office supplies, including miscellaneous kitchen provisions
- Serve as IT liaison
- Database management
- Event planning for multiple monthly events, as well as annual galas
- Responsible for vendor contract negotiations, logistics, speaker hospitality, venue scouting, staffing and audio-visual coordination, including all other aspects of event production
- Arrange the availability of audio-visual equipment, transportation, displays, and other event needs
- Purchase event supplies and preparation of event materials
- Confer with staff at a chosen event site or member residence in order to coordinate details
- Coordinate services for events, including facilities, catering, signage, displays, parking, and security
- Inspect event facilities in order to ensure that they conform to event requirements
- Meet with event chairpersons to plan scope and format of events, and to review administrative procedures and event progress
- Create and send calendar listings to the local media for all monthly events
- Layout event invitations, proofread, and coordinate the printers and mailing facilities for mailing invitations
- Utilize and monitor online e-mail invitations of multiple monthly events
- Register RSVPs for events and from online service
- Maintain records of event aspects, including financial details
- Review event bills for accuracy, and approve payment
- Collect and process event couverts
- Ensure that the office bills are paid
- Other duties as assigned
Qualifications
- Computer skills required: Microsoft Office Word, Excel, Adobe PageMaker; Pledgemaker experience a plus
- Knowledge of the processes involved in planning and executing events
- Good interaction and communication skills; ability to proactively work with others to obtain input to complete requested assignments
- Strong attention to detail, excellent organizational and time management skills
- Ability to manage multiple tasks simultaneously
- Ability to take direction, prioritize work and meet deadlines
- Must be self motivated
- Ability to work with and discreetly maintain confidential information
- Ability to exercise good judgement when deciding the relative costs and benefits of potential actions
- Experience working with lay leaders a plus
- Some travel required
Reports to
Area Director- Dallas
AIPAC is an equal opportunity employer.
