About The New York Academy of Medicine

The New York Academy of Medicine is a leading voice for innovation in public health. Throughout our 175-year history, we have uniquely championed bold changes to the systems that perpetuate health inequities and keep all communities from achieving good health. Today, this work includes innovative research, programs, and policy initiatives that distinctively value community input for maximum impact. Combined with our trusted public programming, historic library, and with the support of our esteemed Fellows and Members, NYAM’s legacy as a public health leader continues.

Position Summary/Overview

Reporting to the Assistant Director, Events and Conferences, the Event Coordinator, an exempt full-time position, will assist and provide support to the ECC team that hosts hundreds of conferences and events each year in a historic venue that consists of over 20,000 square feet of dedicated event space.

Essential Duties and Responsibilities

·        Assist in coordinating all aspects of a portfolio of events including customer relations, walkthroughs, coordinating setup and onsite logistics, event execution, with the goal of ensuring client satisfaction and repeat bookings.

·        Assist in creating and disseminating the event planning calendar to ensure rooms are not overbooked and are appropriately arranged for meeting purposes.

·        Serve as primary liaison to internal departments on scheduling and event set-up.

·        Serve as a point person for new inquiries.

·        Maintain and operate the ECC Database including data entry and reporting.

·        Ensure a high degree of accuracy and timeliness in maintaining records including event contracts and proposals.

·        Track and order office supplies and event supplies.

·        Assist in ensuring that all safety policies/procedures are being followed by facility renters.

·        Perform other duties as assigned.

Qualifications

·        Strong organizational skills, ability to prioritize tasks and maintain confidentiality

·        High degree of discretion.

·        A warm and welcoming demeanor with internal and external customers.

·        Exceptional professionalism with hospitality and/or event planning skills.

·        Ability to coordinate multiple projects and work assignments.

·        Ability to anticipate needs; flexible and highly responsive to requests and needs.

·        Excellent written and verbal communication skills; able to provide clear instructions and follow through.

·        Ability to work a flexible schedule to accommodate early morning, evening, and weekend events.

·        Works effectively and collegially with all clients, internal and external.

·        Flexibility with strong problem-solving skills.

·        Must have the ability to work independently and as a strong team player under time pressures without loss of poise, grace, or good humor.

·        Strong Microsoft Outlook, Excel, and Word skills are required.

Education and/or Experience

Bachelor’s Degree (BA) or equivalent required. Work experience may substitute for education. At least 2-4 years of progressively responsible related experience needed.

Physical Demands

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to stand, walk, and reach with hands and arms. This position may occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, peripheral vision, and ability to adjust focus.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment 

There is a COVID-19 vaccine mandate in place at NYAM. Currently, staff is working in a hybrid situation due to the COVID-19 pandemic, however, this full-time position is expected to become primarily on site.

Salary Range: $58,000 -$61,000

Please submit cover letter and resume for consideration.

The New York Academy of Medicine is an Affirmative Action/Equal Opportunity Employer