Event Logistics & Program Support Specialist – Columbia University
Columbia University’s School of Professional Studies (SPS) is seeking a highly organized and detail-oriented Event Logistics & Program Support Specialist to join its team. This role is pivotal in the successful planning, execution, and post-event analysis of a diverse portfolio of events.
The Specialist will be responsible for complete event support, beginning with promotion through internal and external calendars and the growth of detailed promotion plans in collaboration with event stakeholders. A key aspect of the position involves maintaining consistent brand standards through the strategic deployment of branded materials – banners, signage, table runners, swag, and gifts – and assisting departments in acquiring necessary event-related branding.
On-site event management is a core function, encompassing the direction of implementation teams, vendor oversight, volunteer coordination, and proactive troubleshooting of location setup. the Specialist will actively participate on event planning committees, serving as a logistical lead on assigned elements, and providing support for additional events as needed.
This role demands strong vendor management skills, including interaction, contract negotiation, and relationship building. Equally critically important is the ability to cultivate and maintain positive relationships with internal partners, senior leadership, and high-profile stakeholders.
Financial responsibility is also central to the position. The Specialist will track event finances, develop budget estimates, reconcile actuals, process invoices and check requests, and generate comprehensive reports, all while adhering to SPS Finance protocols.Post-event, the Specialist will assist stakeholders with closing procedures, including invoice review and budget reconciliation to inform future planning.
Beyond execution, the Specialist will provide event consultation and recommendations to internal SPS stakeholders, research potential event locations and strategies, and contribute to event-related research, reporting, and technology integration. Supervisory responsibilities may include overseeing the work of one or more employees.
Qualifications:
* Bachelor’s Degree and/or equivalent related experience.
* 3 years of related experience.
* Resume and cover letter with salary requirements are required.
Preferred Qualifications:
* Demonstrated experience in project management, from initial concept to completion.
* Self-motivation and a proactive approach to work.
* Adaptability and willingness to adjust to changing circumstances.
* Ability to anticipate event needs and respond effectively.
* Excellent communication and collaboration skills with diverse teams.
* Familiarity with social media marketing and brand management principles.
* Proven ability to manage relationships with high-profile stakeholders (C-suite level).
* Proficiency in event planning and project management technologies such as Cvent, Eventbrite, Smartsheet, and Airtables.
Other Requirements:
* Exceptional interpersonal, oral, written, and organizational skills.
* Strong attention to detail and the ability to manage multiple projects with competing priorities.
* Project management experience and familiarity with project management systems.
* proficiency in Microsoft Office Suite (Word, excel, Google Suite) and email.
* Willingness to work weekends and evenings.
* Ability to travel domestically.
* Ability to lift and transport event materials up to 25 lbs.
Columbia University is an Equal Opportunity Employer / Disability / Veteran and is committed to the hiring of qualified local residents.
