The Special Events Assistant is a fundamental support staff member of the team that produces an average of 75 fundraising, stewardship and cultivation events per year for the Columbia University Vagelos College of Physicians and Surgeons (VP&S) Office of Development. These events are designed to engage donors and prospects with the goal of raising critical funding for various clinical areas within Columbia University Irving Medical Center (CUIMC). The incumbent will report to the Senior Director of Donor Relations and Special Events.
As a member of the five-person Events team, the role of the Special Events Assistant is to provide crucial support for event initiatives the unit plans and produces. Large-scale events include benefits such as galas, performances, and family benefits. Mid-size events could include golf tournaments, cultural tours, receptions, lectures, and panel discussions. Also included in the event roster are high-level dinners and board meetings. The Special Events Assistant will play a key role with the Event Leads in the planning and execution of benefits including two of the largest fundraisers, The Crown Awards Gala and Columbia Children's Gala.
1. Assist Senior Director of Donor Relations and Special Events with scheduling and meeting preparation, expense reimbursements, overall unit requirements, and other administrative duties as needed. Perform additional related special projects as assigned. 15%
2. Manage the Office of Development master events calendar, coordinate and secure dates for leadership and key event attendees. 10%
3. Conduct extensive venue and vendor research and maintain venue, vendor, and asset lists and libraries. Facilitate the input of new event related vendors into the Columbia system. 10%
4. Event planning responsibilities include, but are not limited to managing lists and RSVPs; researching, securing, and communicating with venues and vendors; researching, scouting and reserving on-campus event spaces; coordinating transportation; submitting and tracking invoices; reconciling event expenses; facilitating Columbia required paperwork; and submitting and tracking donor gifts. 20%
5. Responsibilities also encompass coordinating and managing the production process for invitation packages, programs and branded signage. Research, order, and manage branded promotional and event merchandise, as well as office supplies for the team. Produce in-house printed event materials such as name tags, escort cards, place cards, menu cards, programs, and flyers. Manage digital needs including email blasts, the creation of online ticket purchasing and splash pages. 20%
6. Provide on-site logistical support for lead event planners for the majority of events. 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. Support the orchestration of event aspects such as catering, audio visual, photography, and speakers. 10%
7. Support lead project managers on 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. 10%
8. Coordinate sponsorship packages and manage execution of auctions for events with these components. 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. 5%
Requires a bachelor's degree or equivalent in education and experience, plus two years of related experience.
Strong technical and digital capabilities
Experience with client relations/customer service
Experience working in fundraising and development
Experience working in the medical and/or education fields
Experience proofreading and copy editing
Marketing and/or public relations experience
Experience in graphic design, social media and media production
Must demonstrate excellent verbal and written communication skills; maintain professionalism; and possess the 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 strong attention to detail and accuracy. Must be a self-starter with reliable follow-through. Ability to prioritize work and complete projects in a timely manner. Must be exceptionally and consistently well-organized and possess an orderly inclination. Must demonstrate the ability to work with management information systems and software systems. Willingness to work above and beyond regular hours, including evenings and weekends as events require. Moderate level of physical activity required. Highly skilled at MS Office software, especially Excel is a requirement.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 500964
About Columbia University
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