Strategic Events Assistant

Columbia University Irving Medical Center; United States; On-site; USD 59,670 - 72,930; Full time

Job summary

A prominent medical center in the United States is seeking a detail-oriented Strategic Events Assistant to support the planning and execution of over 75 fundraising and donor events annually. This role involves logistical coordination, vendor management, and administrative assistance. Ideal candidates should have a Bachelor's degree, at least two years of relevant experience, and strong skills in client relations and communication. The position offers a competitive salary within a collaborative environment while requiring flexibility in hours.

Qualifications

• Minimum of two years of relevant experience.
• Experience with client relations/customer service.
• Skilled in proofreading and copy editing.
• Experience with graphics media production and social media is a plus.
• Marketing, communications, and public relations experience are advantageous.
• Experience with Salesforce Marketing Cloud is a plus.

Responsibilities

• Support lead project managers with online ticketing pages and event logistics.
• Provide on-site logistical support and manage Zoom events.
• Conduct extensive venue research and maintain vendor lists.
• Manage promotional merchandise and event supplies.
• Assist with scheduling and administrative duties.
• Coordinate digital and print event communication materials.

Skills

Client relations/customer service

Proofreading

Copy editing

Graphics media production (Canva, Adobe)

Social media

Marketing

Communications

Public relations

Salesforce

Zoom Meetings/Webinars

Education

Bachelor’s degree

Tools

MS Office (Excel)

Salesforce Marketing Cloud

Job description

Columbia University Irving Medical Center's VP&S Office of Development is seeking a detail oriented Strategic Events Assistant to join the Donor Relations and Strategic Events team. The role supports the planning and execution of 75+ fundraising, stewardship and cultivation events annually, including major galas, mid-size tournaments, and high‑level donor dinners.

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 in‑person events, and back‑end support for Zoom Meetings and Zoom Webinars. Responsibilities include managing shipping and couriers; coordinating event set‑up; managing event materials; managing guest registration; leading breakdown activity; troubleshooting; and coordinating transportation and 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, and event supplies for the team 15%
• Assist Executive Director with scheduling, meeting preparation, expense reimbursements, overall unit requirements, and other administrative duties; perform additional special projects as assigned 10%
• Coordinate and manage digital and print event communication materials, including invitation packages, event programs, and branded signage; produce in‑house printed materials such as nametags, place cards, and flyers 10%

Qualifications

• Bachelor’s degree, plus a minimum of two years of relevant experience.
• 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 proficiency with MS Office, 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 prioritization skills.
• Must be exceptionally well‑organized and possess an orderly inclination.
• Capability to participate in moderate physical activity.
• This position requires work beyond regular hours, including evenings and weekends, as projects and events require.

Job Details

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Grade: 103
• Salary Range: $66,300 - $66,300

Equal Opportunity Employer / Disability / Veteran

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