Strategic Events Assistant

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

The Vagelos College of Physicians and Surgeons Office of Development (VP&S OOD), a part of the Columbia University Irving Medical Center (CUIMC), is dedicated to facilitating relationships that support the vision and mission of CUIMC and VP&S : to advance biomedical research, patient care, medical and scientific training, and community impact.

Position Summary

The Strategic Events Assistant is a fundamental support staff role of the Donor Relations and Strategic Events team that produces an average of 75+ fundraising, stewardship and cultivation events per year for VP&S. These events are designed to engage donors and donor prospects with the goal of raising critical funding for various clinical and research areas within CUIMC. The incumbent will report to the Executive Director of Donor Relations and Strategic Events.

As a member of the Events team, the role of the Strategic Events Assistant is to provide crucial support for event initiatives the unit plans and produces. Large-scale events include benefits such as galas and performances. The team plans approximately 10 major fundraising events annually - including Columbia University's largest fundraiser, The Crown Awards Gala. Mid-size events could include golf tournaments, cultural tours, receptions, lectures, and panel discussions. Also included in the event roster are high-level donor dinners and board meetings. The Strategic Events Assistant will play a key role supporting the Executive Director in her role, as well as each of the event leads in the planning and execution of events.

Responsibilities

Support lead project managers by setting up online ticketing pages, managing lists and RSVPs; researching and securing on-campus event spaces; facilitating Columbia-required paperwork; submitting and tracking invoices; reconciling event expenses; submitting and tracking donor gifts; executing post-event wrap-up; managing event photography delivery and distribution; conducting follow-up on donor pledges. - 25%

Provide on-site logistical support for lead event planners for most of the in-person events, as well as on the back end of Zoom Meetings and Zoom Webinars. Responsibilities include, but are not limited to, managing shipping and couriers; coordinating event set-up; managing event materials; managing guest registration process; leading breakdown activity; and overall troubleshooting. Manage coordination of transportation and any travel. - 25%

Conduct extensive off-campus venue research and scheduling. Research new vendors. Maintain venue, vendor, asset lists and libraries. - 15%

Research, order, and manage branded promotional and event merchandise, as well as event supplies for the team. - 15%

Assist Executive Director with scheduling and meeting preparation, expense reimbursements, overall unit requirements, and other administrative duties as needed. Perform additional related special projects as assigned. - 10%

Coordinate and manage digital and print event communication materials including the production process for invitation packages, event programs, and branded signage. Produce in-house printed event materials such as nametags, place cards, and flyers. - 10%

Minimum Qualifications

• Bachelor's degree, plus a minimum of two years of relevant experience.

Preferred Qualifications

• Experience with client relations / customer service.
• Skilled in proofreading and copy editing.
• Experience in graphics (Canva, Adobe) media production and social media, a plus.
• Marketing, communications, and / or public relations experience, a plus.
• Experience with the back end of Zoom Meetings and Zoom Webinars, a plus.
• Experience with Salesforce, particularly Salesforce Marketing Cloud, a plus.

Other Requirements

• Strong technical and digital capabilities and the ability to work with management information systems and software systems. Highly skilled at MS Office software, especially Excel.
• Excellent verbal and written communication skills.
• Ability to exercise excellent judgment, tact, confidentiality, and diplomacy in all interactions.
• Ability to work in a fast-paced environment and handle multiple projects simultaneously, while maintaining professionalism and strong attention to detail and accuracy.
• Must be a self-starter with reliable follow-through and the ability to prioritize and complete projects in a timely manner.
• Must be exceptionally and consistently well-organized and possess an orderly inclination.
• Capability to participate in moderate level of physical activity.
• This position requires work beyond regular hours, including evenings and weekends, as projects and events require.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.