Special Events Assistant
Job ID: BH385746
Category: Administrative Assistant
Job Location: Between W 168th St and W 167th St
Hours: 40 hours per week.
Industry: Higher Education
Interview Process: 1-2 Virtual Interviews
- Requires a bachelor's degree or equivalent in education and experience, plus two years of related experience.
- Highly skilled at MS Office software, especially Excel is a requirement.
- 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
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 University 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 the University. 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.
- 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%
- Manage the Office of Development master events calendar, coordinate and secure dates for leadership and key event attendees. 10%
- 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 university's system. 10%
- 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 required paperwork; and submitting and tracking donor gifts. 20%
- 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%
- 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%
- 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%
- Coordinate sponsorship packages and manage execution of auctions for events with these components. Responsibilities include liaising with relevant administrative colleagues at University, communicating key information to event partners and donor volunteers, tracking items and collecting information, planning on-site activity, and post-event fulfillment. 5%
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