The Event Assistant reports to the Associate Director of Special Events and Programs for Columbia College (CC)and Columbia Engineering (SEAS)and supports events and programs on behalf of the team, deans, and schools. They work as an integral member of a fast-paced team of six, providing a wide range of event and administrative support within a complex organization. Events range from gala dinners to Reunion Weekend; from orientations to graduations; and from board meetings to Homecoming. The Event Assistant is exposed to many aspects of event planning, while providing support for a busy team. They assist with all tasks associated with events for CC and SEAS, including, but not limited to preparing materials for events, attending and assisting with events, entering data and working with databases, processing various forms, scheduling meetings and providing general office and administrative support.
Event Administrative Support
Prepare all event-related materials and documents, such as attendee lists, briefing materials/binders, agendas, name tags, seating cards, etc.
Source competitive vendor bids and complete competitive bid analysis reports
Build event registration pages, using event management and Salesforce technologies
Process event registrations and monitor RSVPs
Provide on-site event support, including evenings and weekends as necessary
Build and maintain relationships with on-and off-campus service providers
Assist with event logistics as needed
Conduct post-event evaluations
General Administrative Support
Act as primary point of contact for general inquiries and team requests; and provide customer service via email, phone, and social media
Coordinate meetings with key internal and external stakeholders, including reserving rooms and setting up needed technology with IT teams
Track and reconcile expenses/invoices in accordance with University policies and submit to Executive Director in a timely manner
Assist with budget management and tracking for office and operational needs
Order and maintain supplies
Create and generate regular reports leading up to and after events, including post-event data input
Venue/Vendor Resource Management
Update and maintain resource of off-campus New York City venues, including capacities, fees, menus, AV offerings, etc.; solicit proposals from on- and off-campus service providers.
Other duties and special projects as assigned
High School diploma or equivalent required.
Minimum three years of related administrative experience required
Highly detail-oriented with excellent organizational and multitasking abilities
Able to meet deadlines in a team-centered, time-constrained environment and adapt quickly to changing priorities
Tech savvy and comfortable working with a variety of software platforms and database management systems and tools
Able to work well both independently and within a team
Outstanding customer service skills, including tact and diplomacy
Positive, self-motivated, and quick learner
Strong written and verbal communications
Excellent judgment and ability to interact with a diverse group of internal and external colleagues
Shows discretion and confidentiality in all matters
Has commitment to accuracy
**Applications submitted without a resume and cover letter will not be considered**
Some college preferred
Experience in a university, school or large nonprofit organization (or equivalent combination of education and experience) preferred
Experience working with volunteers, senior staff and administration a plus
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.