Office of Development, Vagelos College of Physicians and Surgeons, Columbia University · 21 hours ago
Strategic Events Assistant
New York, NY
Full-time
Onsite
Entry Level
2+ years expColumbia University's Vagelos College of Physicians and Surgeons is seeking a Strategic Events Assistant to support their Donor Relations and Strategic Events team. This role involves providing essential support for planning and executing various fundraising events aimed at engaging donors and raising funds for clinical and research areas.
Higher Education
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%
Qualification
Required
Bachelor's degree, plus a minimum of two years of relevant experience
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
Preferred
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
Company
Office of Development, Vagelos College of Physicians and Surgeons, Columbia University
10001+ employees
Funding
Current Stage
Late StageCompany data provided by crunchbase