Annual Dinner Administrative Assistant; Part-Time​/Temporary

Overview

Japan Society is seeking a high-energy, detail-oriented Annual Dinner Administrative Assistant to support the planning and execution of Japan Society’s 2026 Annual Dinner. This high-profile event, held in mid-June, is our most significant fundraising milestone of the year. Reporting to the Director of Special Events, you will serve as a critical operational anchor, ensuring seamless data management and guest relations in the lead-up to the gala.

Duration:
Now through late June 2026.

• Tempo: 2-3 days per week through May; increasing to 5 days per week in the 1-2 weeks immediately preceding the event.
• Flexibility:
  Hybrid work environment. While some on-site work at our landmarked NYC headquarters is required, work can be primarily remote if preferred.

• Inquiry Management:
  Act as the primary point of contact for the Annual Dinner inbox, providing professional and timely responses to guest and sponsor inquiries.
• Revenue Processing:
  Facilitate ticket and table orders via email and phone; collaborate closely with the Corporate Giving team to ensure accurate fundraising tracking.
• Data Stewardship:
  Maintain the integrity of our guest and donor records by entering orders, guest lists, and payments into our Microsoft Access database and Raiser’s Edge.
• Sponsor Liaison:
  Follow up with corporate partners to collect guest lists, high-resolution logos, and specific dietary requirements.
• Event Collateral:
  Prepare precise seating materials, print place cards, and assist in the creation and distribution of digital ticketing.
• Quality Control:
  Proofread complex seating lists and generate real-time attendee reports for leadership.
• On-Site Execution:
  Provide essential "day-of" support in mid-June, managing guest registration and resolving ticketing inquiries with poise.

The compensation for this role is $30.00 per hour, paid bi-weekly.