Special Events Coordinator - Global Health - ISM

Mount Sinai Health System•New York, NY

15d

About The Position

The Meeting and Events Assistant is responsible for assisting with the creation, coordination, and execution of Department in person and virtual events. This includes all aspects of event planning, from concept to completion, including meeting and striving to exceed event goals and objectives, organizing planning committees or teams, event scheduling, budget planning, facility scheduling and logistics, transportation and travel logistics, vendor selection, and contracting speaker and VIP coordination, and budget reconciliation.

Requirements

Bachelor's Degree preferred in communications, marketing or a related field, or combination of equivalent events experience and education
3 years of special events planning experience

Responsibilities

Under the guidance of the Operations Manager, researches and brainstorms event ideas.
Works closely with the Operations Manager on all social and academic events, including virtual and hybrid events, to ensure successful planning and organizing.
Design, develop and coordinate event activities such as receptions, breakfasts, luncheons, dinners, lectures, seminars, tours, and open houses.
Assist with the developing pre-event correspondence to corporations, foundations, internal and external communities interested in supporting events and post-event correspondence (e.g., thank-you and acknowledgement letters) to donors and participants.
Develop and monitor event budget.
Perform event financial tracking and reporting (e.g., tracking donors, prospects, pledges, and event sponsorship). Includes post event analysis of costs, successes and areas for improvement.
Design and develop event materials (e.g. prospectus, programs, fliers, signage, attendee kits and promotional materials, awards, gifts)
Assist with negotiating, finalizing, and monitoring service provider contracts (e.g., photographer, catering, florist, audio/visual and musicians as needed).
Track event responses and maintain an accurate attendance list.
Recruit and manage staff to support and work events.
Manages event registration processes, speakers, venue contracts, event related payments, and Zoom or other remote or in-person event setup.
Coordinates any necessary logistical needed support under the guidance of the Operations Manager.
Generates post-event analytics, surveys, and reporting.
Prior to all events, coordinates and creates agendas for planning meetings with Event Requester and Core Coordination Team.
Fulfills meeting room reservation requests within the Icahn School of Medicine and at the New York Academy of Medicine.
Develops and maintains events calendar across all external and internal partners.
Registers Department faculty and staff for upcoming conferences and meetings and works with Travel and Logistics Coordinator to secure flights and hotel accommodations when applicable.
Assists with other duties as assigned.