Women’s Philanthropy Operations Coordinator at Jewish Federation of Palm Beach County – West Palm Beach, Florida

Organization Summary:

Jewish Federation of Palm Beach County is a 501(c)3 nonprofit organization dedicated to transforming, inspiring, and saving lives in the Palm Beaches and around the world. Each year, the Federation inspires thousands of community members to contribute, volunteer, and participate in programs that generate $50 million dollars, creating significant impact locally and globally.

Women’s Philanthropy Summary:

Women’s Philanthropy and the Jewish Women’s Foundation (JWF- a program of Women’s Philanthropy) engage, inspire, and empower women to create meaningful change through leadership, philanthropy, and community-building. These departments are part of Federation’s Philanthropy and External Relations team.

Position Summary:

The Coordinator provides essential administrative, logistical, and project support to advance the work of Women’s Philanthropy and the Jewish Women’s Foundation. This role supports the Vice President of Women’s Philanthropy and the Director of the Jewish Women’s Foundation by coordinating meetings and events, assisting with donor and volunteer engagement activities, managing departmental communications and materials, and supporting day-to-day operations.

In addition, the Coordinator manages the backend operations that ensure Women’s Philanthropy functions seamlessly, including board and committee support, donor communications, database coding and tracking, and program logistics. This includes ensuring that all systems, events, and communications for women’s giving societies, such as Pomegranate and Lion of Judah, and Jewish Women’s Foundation trustees consistently reflect excellence and care.

The ideal candidate thrives behind the scenes translating vision into action through impeccable organization, clear communication, and strong follow-through.

Essential Duties and Responsibilities:

Administrative & Departmental Support

• Provide administrative support to the VP of Women’s Philanthropy and the Director of JWF, including scheduling, meeting preparation, follow-up, and document management.
• Maintain organized electronic files, departmental calendars, project trackers, and contact lists.
• Help draft and prepare email communications, meeting materials, and presentations.
• Ensure all documents and communications are proofread, accurate, and aligned with Federation branding.
• Ensure CRM (Dynamics) records are current, accurate, and reflective of donor relationships, pledges, and biographical details.
• Produce donor lists, reports, and dashboards to support campaign strategy and outreach.

Program & Event Coordination

• Support event setup and onsite coordination for Women’s Philanthropy and JWF programs, meetings and events including logistics, registration, material preparation and day-of execution
• Manage behind-the-scenes event operations, such as preparing invitation and recognition lists, tracking RSVP’s and attendance, and coordinating post-event follow-up.
• Maintain accurate event and program data by collecting, organizing, and updating records in CRM.
  

Board and Committee Support

• Provide administrative support for Women’s Philanthropy and JWF boards and committees, including scheduling, coordinating materials, managing attendance, and supporting follow-up actions.
• Coordinate all administrative aspects of Women’s Philanthropy governance, including backend support for the nominating committee, maintaining accurate leadership and board records, and tracking leadership engagement throughout the year.
• Maintain accurate rosters, participation records, and biographical data of all board members.
• Support donor stewardship efforts by tracking engagement, preparing materials, and assisting with outreach when requested.

Operations & Data Support

• Track and submit expenses and invoices related to Women’s Philanthropy and JWF initiatives.
• Coordinate data entry and reporting related to fundraising, events, and volunteer engagement.
• Support project timelines, work plans, and departmental processes to ensure smooth operations.

Other Responsibilities

• Assist department leadership with special projects as assigned.
• Provide support for Federation-wide events when needed.
• Work occasional evenings and weekends to support key programs or events.

Qualifications and Success Factors:

• Associate Degree required, Bachelor’s degree preferred; equivalent combination of education and experience will be considered.
• 1–3 years of administrative, program coordination, nonprofit, or related experience.
• Strong organizational and time-management skills; ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills, with strong attention to detail.
• Proficiency with MS Office (Outlook, Word, Excel, PowerPoint, Teams), Zoom, and basic database systems.
• Ability to work collaboratively and professionally with staff, volunteers, donors, and community partners.
• A proactive, solutions-oriented mindset and a desire to contribute to a mission-driven team.
• Interest in Jewish communal life, philanthropy, and women’s leadership is a helpful cultural alignment but not restrictive

Work Environment:

The position is eligible for occasional remote work in accordance with Federation policies. When working remotely, employees must:

• Follow all Federation policies and procedures.
• Be available during Federation business hours.
• Avoid working from public/unsecured locations or networks when handling sensitive information.
• Maintain proper computer equipment and connectivity in coordination with IT.

Requirements

• Must pass a Level 1 background check.
• Be available during Federation business hours.
• Must be available for occasional evening and weekend events.

This position operates primarily on-site at the Federation office, with occasional remote flexibility as approved. It requires regular interaction with donors, volunteers, and staff across departments.