Administrative Events Specialist (HEa)
City University of New York, New York, NY, United States
Administrative Events Specialist (HEa)
The Administrative Events Specialist supports the fundraising and donor‑engagement goals of the Office of Institutional Advancement, Communications & External Relations. The position plays a key role in planning, implementing and executing high profile donor events, including presidential “City in Your City” programs, cultivation events, recognition events, and donor funded programs. These events advance the College’s mission and help drive its ambitious $1 billion fundraising initiative.
Under the direction of the Senior Vice President (SVP), the Administrative Events Specialist coordinates all aspects of donor‑focused event planning, logistics, stakeholder engagement, communications, and post‑event follow‑up. The position works closely with Development, Communications, the Office of the President, academic departments, College donors, and external partners.
The Administrative Events Specialist performs work of moderate to complex difficulty and must exercise independent judgment, discretion, and a high level of professionalism when interacting with donors, alumni, executives, faculty, and senior leadership.
Event Planning & Coordination
Develops and manages event concepts, timelines, and workplans.
Plans and coordinates all logistical aspects of donor events, including venue arrangements, vendor coordination, hospitality, and onsite execution.
Develops and monitors event budgets.
Identifies and secures participation from key donors, prospects, and stakeholders.
Creates event materials including name tags, signage, scripts, run‑of‑show documents, and printed collateral.
Donor Engagement & Guest Management
In collaboration with the SVP, Associate Executive Director and OIACER colleagues, generates and proofs invitee and mailing lists.
Develops curated seating plans aligned with donor cultivation strategies.
Coordinates travel, meals, car service, reimbursements, and other hospitality needs for VIP guests, speakers, and special participants.
Oversees attendee check‑in and provides day‑of guest support.
Communications & Collaboration
Works with the Development and Communications teams to produce event promotions, invitations, email communications, and marketing materials.
Provides regular event updates to colleagues within OIACER, campus partners, and external vendors.
Serves as the primary logistical liaison during event planning and on the day of events.
Post‑Event Follow‑Up & Reporting
Generates accurate attendee reports and coordinates with the database team to ensure information is entered into Raiser’s Edge (RE).
Participates in post‑event debriefings and makes recommendations for future improvements.
Supports ongoing donor engagement strategy through the accurate documentation of event outcomes.
Qualifications
Bachelor’s Degree and four years’ relevant experience required.
Preferred Qualifications
Four years of related experience in event management, donor relations, nonprofit operations, hospitality, or a similar field.
Experience planning high‑touch donor or VIP events within higher education, nonprofits, fundraising, or cultural institutions.
Strong organizational and project management skills; ability to manage multiple priorities with attention to detail.
Excellent communication, interpersonal, and writing skills.
Demonstrated ability to work collaboratively across departments and with senior leadership.
Experience with CRM systems and donor databases (Raiser’s Edge preferred).
Ability to exercise discretion and handle confidential information appropriately.
Flexibility to work evenings and weekends as needed for events.
CUNY TITLE
Higher Education Assistant
FLSA
Non‑exempt
COMPENSATION AND BENEFITS
Salary Range: $74,490 - $82,663. Salary commensurate with education and experience.
CUNY is in the process of implementing salary schedule increases. Once implemented, salaries of eligible employees will be adjusted by 3.5% effective 9/1/26, in accordance with the terms of the PSC‑CUNY collective bargaining agreement.
CUNY’s benefits contribute significantly to total compensation, supporting health plans, financial well‑being, and professional development. We offer a range of health plans, competitive retirement/pension benefits and savings plans, tuition waivers for CUNY graduate study, and generous paid time off. Our staff also benefits from the extensive academic, arts, and athletic programs.
EQUAL EMPLOYMENT OPPORTUNITY
CUNY encourages people with disabilities, minorities, veterans and women to apply. At CUNY, Italian Americans are also included among our protected groups. Applicants and employees will not be discriminated against on the basis of any legally protected category, including sexual orientation or gender identity. EEO/AA/Vet/Disability Employer.
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The Administrative Events Specialist supports the fundraising and donor‑engagement goals of the Office of Institutional Advancement, Communications & External Relations. The position plays a key role in planning, implementing and executing high profile donor events, including presidential “City in Your City” programs, cultivation events, recognition events, and donor funded programs. These events advance the College’s mission and help drive its ambitious $1 billion fundraising initiative.
Under the direction of the Senior Vice President (SVP), the Administrative Events Specialist coordinates all aspects of donor‑focused event planning, logistics, stakeholder engagement, communications, and post‑event follow‑up. The position works closely with Development, Communications, the Office of the President, academic departments, College donors, and external partners.
The Administrative Events Specialist performs work of moderate to complex difficulty and must exercise independent judgment, discretion, and a high level of professionalism when interacting with donors, alumni, executives, faculty, and senior leadership.
Event Planning & Coordination
Develops and manages event concepts, timelines, and workplans.
Plans and coordinates all logistical aspects of donor events, including venue arrangements, vendor coordination, hospitality, and onsite execution.
Develops and monitors event budgets.
Identifies and secures participation from key donors, prospects, and stakeholders.
Creates event materials including name tags, signage, scripts, run‑of‑show documents, and printed collateral.
Donor Engagement & Guest Management
In collaboration with the SVP, Associate Executive Director and OIACER colleagues, generates and proofs invitee and mailing lists.
Develops curated seating plans aligned with donor cultivation strategies.
Coordinates travel, meals, car service, reimbursements, and other hospitality needs for VIP guests, speakers, and special participants.
Oversees attendee check‑in and provides day‑of guest support.
Communications & Collaboration
Works with the Development and Communications teams to produce event promotions, invitations, email communications, and marketing materials.
Provides regular event updates to colleagues within OIACER, campus partners, and external vendors.
Serves as the primary logistical liaison during event planning and on the day of events.
Post‑Event Follow‑Up & Reporting
Generates accurate attendee reports and coordinates with the database team to ensure information is entered into Raiser’s Edge (RE).
Participates in post‑event debriefings and makes recommendations for future improvements.
Supports ongoing donor engagement strategy through the accurate documentation of event outcomes.
Qualifications
Bachelor’s Degree and four years’ relevant experience required.
Preferred Qualifications
Four years of related experience in event management, donor relations, nonprofit operations, hospitality, or a similar field.
Experience planning high‑touch donor or VIP events within higher education, nonprofits, fundraising, or cultural institutions.
Strong organizational and project management skills; ability to manage multiple priorities with attention to detail.
Excellent communication, interpersonal, and writing skills.
Demonstrated ability to work collaboratively across departments and with senior leadership.
Experience with CRM systems and donor databases (Raiser’s Edge preferred).
Ability to exercise discretion and handle confidential information appropriately.
Flexibility to work evenings and weekends as needed for events.
CUNY TITLE
Higher Education Assistant
FLSA
Non‑exempt
COMPENSATION AND BENEFITS
Salary Range: $74,490 - $82,663. Salary commensurate with education and experience.
CUNY is in the process of implementing salary schedule increases. Once implemented, salaries of eligible employees will be adjusted by 3.5% effective 9/1/26, in accordance with the terms of the PSC‑CUNY collective bargaining agreement.
CUNY’s benefits contribute significantly to total compensation, supporting health plans, financial well‑being, and professional development. We offer a range of health plans, competitive retirement/pension benefits and savings plans, tuition waivers for CUNY graduate study, and generous paid time off. Our staff also benefits from the extensive academic, arts, and athletic programs.
EQUAL EMPLOYMENT OPPORTUNITY
CUNY encourages people with disabilities, minorities, veterans and women to apply. At CUNY, Italian Americans are also included among our protected groups. Applicants and employees will not be discriminated against on the basis of any legally protected category, including sexual orientation or gender identity. EEO/AA/Vet/Disability Employer.
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