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Special Events Specialist

  • Full Time
  • New York, NY
  • $30.44 - $41.76  USD / Year
  • Salary: $30.44 - $41.76 

Website Weill Cornell Medicine

Title: Special Events Specialist

Location: Midtown

Org Unit: Events

Work Days: Monday-Friday

Exemption Status: Non-exempt

Salary Range: $30.44 – $41.76

*As required under NYC Human Rights Law Int 1208-2018 – Salary range for this role when Hired for NYC Offices

Position Summary
Under general supervision, provides administrative and logistical support in the planning and executing of Weill Cornell Medicine cultivation, stewardship and fundraising events and programs.

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.

High School Diploma

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.

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.

Weill Cornell Medicine is a comprehensive academic medical center that’s committed to excellence in patient care, scientific discovery, and the education of future physicians in New York City and around the world. Our doctors and scientists-faculty from Weill Cornell Medical College, Weill Cornell Graduate School of Medical Sciences, and the Weill Cornell Physician Organization-are engaged in world-class clinical care and cutting-edge research that connect patients to the latest treatment innovations and prevention strategies. Located in the heart of the Upper East Side’s scientific corridor, Weill Cornell Medicine’s powerful network of collaborators extends to its parent university Cornell University; to Qatar, where an international campus offers a U.S. medical degree; and to programs in Tanzania, Haiti, Brazil, Austria and Turkey. Our medical practices serve communities throughout New York City, and our faculty provide comprehensive care at NewYork-Presbyterian Hospital/Weill Cornell Medical Center, NewYork-Presbyterian/Lower Manhattan Hospital, and NewYork-Presbyterian/Queens. At Weill Cornell Medicine, we work together to treat each individual, not just their conditions or illnesses, as we strive to deliver the finest possible care for our patients – the center of everything we do. Weill Cornell Medicine is an Equal Employment Opportunity Employer. Weill Cornell Medicine provides equal employment opportunities to all qualified applicants without regard to race, sex, sexual orientation, gender identity, national origin, color, age, religion, protected veteran or disability status, or genetic information.

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