The Jefferson Educational Society (JES), Erie's think tank for community progress, is seeking a highly organized and detail-oriented Administrative Assistant & Event Coordinator to support the organization’s front-office operations and public programming. This position plays a critical role in ensuring the smooth execution of JES’s daily administrative functions while also assisting with the planning, coordination, and delivery of public events, lectures, and forums. The successful candidate will demonstrate strong organizational skills, the ability to manage multiple priorities, and a high level of professionalism when interacting with members, speakers, volunteers, and the public. This position works closely with JES staff across departments and operates under the direct supervision of the Vice President of Operations.

Responsibilities:

Administrative & Office Support

• Serves as front-office point of contact for the public, greeting patrons, members, speakers, and guests and directing them to appropriate staff.
• Answers, screens, and routes incoming calls, emails, and messages related to memberships, event registration, scheduling, and general inquiries.
• Performs core administrative functions including word processing, database updates, electronic mailings, record maintenance, copying, filing, and correspondence preparation.
• Assists in maintaining an organized, welcoming front office and lobby area, including filing systems, brochures, and informational materials.
• Assists with simple reports such as membership updates, ticket sales summaries, and contact lists.
• Performs additional responsibilities and job-related duties as requested by the JES leadership team.

Event Coordination & Support

• Supports logistics for both small-scale programs and large public events, including room setup, registration tables, signage, speaker hospitality, and post-event breakdown.
• Prepares and organizes event materials such as run-of-show documents, registration lists, name badges, signage, and program handouts.
• Processes ticket registrations and attendance tracking using CRM software (Neon).
• Inputs events into community calendars, the JES website, and internal tracking systems.
• Assists with event-related communications, including confirmation emails and reminders.
• Supports reporting related to events, including attendance counts, ticket sales, and mailing lists.

Requirements

• High school diploma with a minimum of two (2) years of professional office experience; or an Associate’s degree with at least one (1) year of professional office experience.
• Excellent organizational, time management, and multitasking skills.
• Demonstrated proficiency with Microsoft Office or Office 365, including Outlook calendar management.
• Comfort learning new software tools related to events, communications, and internal tracking.
• Basic familiarity with event logistics, registration workflows, or hospitality support is a plus.
• Ability to work both independently and collaboratively in a small-team environment with minimal supervision.
• Punctual, reliable, and self-motivated with the flexibility to assist during weekday evening events.
• Interest in civic engagement and a commitment to supporting the mission and values of the JES

Compensation and Benefits

This is a part-time, 20-hour-per-week position with an hourly wage range of $16-$18 per hour, commensurate with experience.

Additional benefits include:

• Up to 4% company-matching IRA.
• Opportunities for advancement within the JES, including potential growth into a full-time role.
• Flexible summer schedule (Fridays off from Memorial Day through Labor Day)
• Access to a wide range of educational programs, lectures, and events.

Office Hours and Location

Monday through Friday from 9:00 A.M. to 5:00 P.M. at the JES Office: 3207 State St. Erie, PA 16509

To apply please submit your resume and three professional references to the Vice President of Operations at the JES, Jacob Bartko, by email at [email protected] by Tuesday, March 3, 2026.

About the Jefferson Educational Society: The Jefferson Educational Society of Erie is a nonprofit institution founded to promote civic enlightenment and community progress for the Erie region through study, research, and discussion. The JES offers courses, seminars, and lectures that explain the central ideas that have formed the past, assist in exploring the present, and offer guidance to enhance the civic future of the Erie region. As an Erie think tank, the Jefferson promotes knowledge and civic pride through institutional and familial research, the publication of policy papers on public issues, and the sponsorship of civic forums.

Equal Employment Opportunity: The Jefferson Educational Society is committed to being an equal opportunity employer and makes all employment-related decisions based on job-related criteria only. This means that the JES does not discriminate and will not allow discrimination based on race, color, national origin, religion, sex (gender), sexual orientation, age, disability, marital status, veteran status, and/or any other legally protected status.