Event Planning and Administrative Specialist

Job Description

Job description:

Cross Catholic Outreach is a Catholic ministry with an ecumenical staff of Catholic, Protestant, and Eastern Orthodox believers working in unity to provide food, water, housing, education, orphan support, medical care, micro-enterprise, and disaster relief, and the love of our Lord Jesus Christ to the poorest of the poor in more than 30 countries around the world. We believe strongly in unifying Christians in this mission of mercy, and we believe that creating a welcoming work environment for all Christian faiths is essential to achieving our ministry goals.

Position Title: Event Planning & Administrative Specialist

Department: Spiritual, Cultural, and Staff Development

Reports to: HR Development Director

Position Location: Hybrid - minimum of 3 days/week in office, plus on-site presence at all events.

Position Summary:

This position plays a dual role in ensuring flawless execution of internal events and providing strong administrative support to the department in achieving its goals. Responsible for assisting with coordinating and delivering internal events, including planning, logistics, communications, and on-site execution. Examples are organization-wide events such as Anchor events and organization or department-specific events, meetings such as Strategic Action Planning meetings, and Training / Staff Development activities or events. The position is also responsible for administrative assistant responsibilities for the department, helping to keep the department organized and efficient, proactively anticipating departmental and organizational needs.

This is a hybrid position in our Pompano Beach office - requiring a regular in-office schedule and being physically present for internal events.

Educational or Certification Requirements:

Minimum of 3 years' experience in a similar role or with strong transferable skills

Associate's degree or commensurate experience.

Experience Requirements:

Prior event planning and administrative support experience is highly preferred.

Knowledge, Skills, & Character Required:

Is a consistent witness for Jesus Christ; maintains a courteous, Christ-like attitude in dealing with people within and outside of the ministry.
Feels a calling to serve God through serving Cross Catholic Outreach in this capacity.
Believes in and supports the mission and ministry of Cross Catholic Outreach, and agrees with the conduct policies and conduct expectations of Cross Catholic Outreach.
Good judgment, professionalism, discretion, courtesy, and sensitivity are essential.

Proficiency with Microsoft Office (Word, Outlook, Excel, PowerPoint)

Excellent attention to detail and organization, as the position requires a high level of multitasking.

Strong communication skills - both verbal and written to interact with team members, clients, and vendors.

Demonstrated teamwork and collaboration throughout all parts of the organization.

Self-motivated and proactive, anticipating needs and next actions rather than having to be told each step.

Excellent customer service attitude, showing a sense of hospitality and service orientation towards all colleagues and visitors.

Ability to work under pressure and resolve problems that may arise during planning and execution.

May require the ability to work long hours on the feet and lifting of items in set-up/tear-down.

Flexibility with tasks and high reliability / dependability.

Duties:

Partner with stakeholders to plan and organize internal meetings, workshops, and events.

Manage event logistics such as scheduling meetings, securing venues, venue set-up and breakdown, catering, technology needs, and point of contact before and during the event.

Assist with drafting communications, including invitations, agendas, and follow-up materials.

Help manage event budgets, track expenses, and maintain records of bookings and payments.

Provide on-site support to ensure seamless execution and positive participant experience of meetings and events.

Help create event timelines and task lists to ensure the event runs smoothly and efficiently.

Handle day-to-day administrative tasks including scheduling, calendar management, and drafting communications.

Coordinate scheduling of training sessions, internal event planning, and other meetings, ensuring alignment of participant availability.

Assists with the organization of materials in preparation for meetings, trainings, and events.

Assists with Learning Management System (LMS) administration, including uploading content, enrolling participants, and troubleshooting access issues.

Serves as a point of contact for inquiries, ensuring timely and professional communication.

Other duties as assigned.

About the Employer

We mobilize the global Catholic Church to transform the poor and their communities materially and spiritually for the glory of Jesus Christ.

Our
Vision
All Catholics around the world united in overcoming material and spiritual poverty