Details
Posted: 30-Mar-22
Location: New York, New York
Type: Full-time
Salary: Open
- Job Type: Officer of Administration
- Bargaining Unit:
- Regular/Temporary: Regular
- End Date if Temporary:
- Hours Per Week: 35
- Salary Range:
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 VPS. 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
- Assist Executive Director with scheduling and meeting preparation, expense reimbursements, overall unit requirements, and other administrative duties as needed. Manage the Office of Development master events calendar. Perform additional related special projects as assigned. ??? 25%
- Support lead project managers by setting up online ticketing pages, managing lists and RSVPs; researching, securing on-campus event spaces; facilitating Columbia-required paperwork; submitting and tracking invoices; reconciling event expenses; submitting and tracking donor gifts; post-event wrap-up procedures, including tracking event attendance; overseeing event photography delivery and distribution; follow-up on donor pledges, and creating wrap-up reports, if necessary. ??? 20%
- Provide on-site logistical support for lead event planners for the majority of in-person events, as well as on the back-end of Zoom Meetings and Zoom Webinars. Responsibilities could include, but are not limited to managing shipping and couriers, coordinating set-up; managing event materials; managing check-in process; leading break down; and overall troubleshooting. Coordination of transportation and any travel. ??? 20%
- Responsibilities encompass coordinating and managing digital and print event communication materials including the production process for invitation packages, event programs, and branded signage. Research, order, and manage branded promotional and event merchandise, as well as event supplies for the team. Produce in-house printed event materials such as nametags, place cards, and flyers. ??? 15%
- Conduct extensive off-campus and on-campus venue research and scheduling. Research new vendors. Maintain venue, vendor, and asset lists and libraries. ??? 10%
- Coordinate and fulfill sponsorship packages and execution of auctions for events in collaboration with key, team members. Responsibilities include liaising with relevant administrative colleagues at Columbia University, communicating key information to event partners and donor volunteers, tracking items and collecting information, planning on-site activity, and post-event fulfillment. ??? 10%
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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 graphic design, social media and media production, 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.
- Willingness to work above and beyond standard hours, including evenings and weekends as events require.
- Capability to participate in moderate level of physical activity.
Subject to business needs, we may support flexible and hybrid work arrangements. Options will be discussed during the interview process.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
