Event Coordinator

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

The Event Coordinator plays a key role in supporting the implementation and coordination of programs and events produced by the University Programs and Events portfolio in the Office of the President. This position requires independent execution of established procedures, effective coordination with internal and external partners, and the exercise of discretion within clearly defined policies.

The Coordinator ensures smooth event operations, delivers high-quality customer service, and provides logistical and communications support under the general supervision of senior staff. The incumbent will be required to exercise sound judgment, maintain confidentiality, and function in a fast-paced, deadline-driven environment with minimal supervision.

Responsibilities

Event Logistics and Operations

• Under the direction of the Senior Associate Director and occasionally from the Executive Director, coordinate logistical aspects of University-hosted events, including space reservations, vendor communications, A / V support, and guest accommodations within established protocols.
• Monitor event planning timelines and proactively address issues to maintain smooth project progression. Research speakers, guests, and other event-related aspects as needed.

Hospitality, Customer Service, and Communications

• Deliver exceptional hospitality and onsite support for events, including setup, meeting coordination, and overall guest services to ensure smooth operations and a memorable attendee experience.
• Draft internal and external event communications and guest instructions in accordance with the Office of the President style guide and answer / monitor event-related phone lines and email inboxes.
• Create and maintain FAQ documents and public-facing responses; interpret established policies for guests and stakeholders.
• Provide in-person customer service support by staffing event registration and welcome desks, proactively providing relevant information and support to guests and participants independently resolving routine issues on site.
• Maintain and support the development of web content, draft and format printed and digital event material, and draft correspondence.

Administrative and System Support

• Manage and maintain data in event registration and project tracking systems (e.g., Filemaker, Airtable, Mailchimp), ensuring consistency and accuracy.
• Maintain systemized processes and procedures, and suggest improvements for tracking project developments and internal databases.
• Manage database updates and suggest improvements for internal processes.
• Generate reports and summaries of event data and feedback, applying findings to make process improvement recommendations.
• Archive event content and support the development of materials for reporting and historical documentation.
• Apply discretion and judgment in coordinating event components, particularly in time-sensitive and high-profile contexts.
• Support cross-functional event projects and ensure protocols are followed across all areas of execution.
• Additional duties as assigned.

Minimum Qualifications

• Bachelor's degree or its equivalent required.

Additional Position-Specific Qualifications

• The successful candidate demonstrates outstanding interpersonal skills and the ability to work in a fast-paced environment while maintaining a calm and professional demeanor.
• Excellent professional, interpersonal, and written and verbal communication skills are required.
• Must be highly detail-oriented with exceptional organizational skills, with the ability to handle multiple tasks simultaneously and meet deadlines with accuracy.
• Exercise a high degree of diplomacy, collaboration, and a problem-solving mindset.
• Confidentiality and exercising discretion are required.
• Some evening and weekend work required.

Preferred Qualifications

• Minimum of two years event production experience preferred.
• Experience in a university, major cultural institution or other comparable environment is desirable.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.