Special Events Specialist

Position Summary

Job Responsibilities

• Maintains the Special Events team master calendar, tracks holidays, NYC private and public-school schedules and other blackout dates along with event holds and confirmations.
• Serves as team liaison to the Weill Cornell Medicine Events Services Office to secure campus room reservations and audio-visual support.
• Assists with communication to Board members, major donors and volunteers regarding their event participation.
• Tracks event registrations and attendance in CRM database; provides post-event participation analytics. Receives, tracks and processes registrations and payments for large-scale ticketed events; assists with reconciliation of pledge payments post-event.
• Under direction, prepares and produces event materials, including lists, briefing and remarks copies, name tags and place cards.
• Provides on-site support at all events, assists with set-up, production and clean-up; serves as registration/check-in lead responsible for positive initial guest experience.
• Serves as team liaison for the department’s online photography storage system; coordinates post-event uploads with photographers, tags and shares internally as needed. Manages the event collateral archiving process.
• Maintains event expense records; secures approval for and submits invoices, coordinates with Operations to track status and ensure prompt payment.
• Provides administrative support to the Director and Assistant Director, including calendar management; provides meeting scheduling support to the Special Events team.
• Independently manages small (<25 person) events and meetings as assigned.
• Performs other related tasks as assigned.

Education

• High School Diploma

Experience

• Associate’s or bachelor’s degree preferred.
• Approximately 1-2 years of related experience.
• Experience interacting with board members, executives and/or high-profile individuals desired.
• Familiarity with non-profit events is preferred.

Knowledge, Skills and Abilities

• Excellent organizational skills and attention to detail
• Demonstrated critical thinking and analytical skills.
• Excellent communication skills (both verbal and written).
• Proficiency with MS Office Suite and database applications, advanced Excel and Outlook abilities; familiarity with Adobe Creative Cloud apps a plus.
• Ability to work under general supervision, plan and arrange own work among competing and shifting priorities to meet deadlines in a fast-paced, high-volume environment.
• Diplomatic and discreet. Must be able to handle confidential and sensitive information of often high-profile individuals with care and discretion (personal, healthcare, wealth, financial, and family information)
• Ability to exercise standards of professionalism, including appearance, presentation and demeanor with internal and external contacts.
• Excellent interpersonal skills and demonstrated ability to build relationships and work effectively in a collaborative manner with all departmental faculty and staff, as well as other institutional representatives.
• Ability to learn new skills quickly.
• Ability to demonstrate superior customer service in person, via email and on the phone.

Licenses and Certifications

Working Conditions/Physical Demands

• Must be comfortable working in an open-space workplace setting when in-office.
• Weekend and evening work as events necessitate.
• Ability and willingness to travel within NYC as needed.
• Moderate level of physical activity expected; must be able to lift and carry 10-20 lbs.