Events Planner | Academic Affairs

The Events Planner in the Office of Academic Affairs at The Rockefeller University oversees the planning and execution of scientific retreats and academic symposia. Reporting to the Program Manager and working under the Events Manager, the role involves coordinating logistics, managing budgets, liaising with faculty and external venues, and ensuring smooth on-site execution. The position supports the university's academic mission by facilitating professional development and collaborative events for the research community.

Responsibilities

• Partner closely with retreat directors to plan and execute scientific retreats from concept through completion
• Cultivate and maintain relationships with external venue sales teams and event managers
• Track expenses to align with the budget
• Create and manage online registration systems
• Oversee logistical planning, including securing event dates, negotiating contracts, coordinating accommodations, planning meals and social activities, and arranging round-trip transportation
• Develop and distribute retreat materials (e.g., flyers, schedules, posters list, and rooming lists)
• Serve as the primary point of contact for faculty organizers and participants, managing inquiries and special requests
• Attend retreat in person, lead on-site execution, and resolve day-of issues
• Collect participant feedback through surveys and produce summary reports with key insights
• Conduct post-event evaluations with venue partners to identify improvements for future retreats
• Reconcile retreat ledgers, maintain organized electronic expense records, and prepare detailed financial summaries
• Track expenses to align with the budget
• Serve as the point of contact for speakers (internal and external), poster presenters, VIP guests, attendees, and other RU departments
• Proofread scientific abstracts, bios, and talk titles
• Create print materials for event promotion and day-of use
• Enter event details into the RU Calendar of Events
• Create and manage online registration
• Coordinate catering, including breakfast, coffee breaks, lunch, and private dinners for VIP guests
• Collaborate with campus service departments on AV support, room setup, catering, and security, as well as with external partners and institutions.
• Attend symposia in person, lead on-site execution, and resolve day-of issues
• Oversee event execution and address the needs of speakers and attendees
• Process speakers' travel reimbursements, vendor invoices, and internal billing
• Update the event Basecamp template to track procedures and improvements for future events
• Serve as backup or support as needed for other Academic Affairs events or initiatives.
• Order and pick up supplies for events or the office.
• Create purchase orders and work with Accounts Payable to make payments to venues, vendors, and speakers.
• Update and maintain internal Academic Affairs documents.
• Create and manage Basecamp projects for events.

Requirements

• Must possess a Bachelor's degree in a related field, plus a minimum of three (3) years of related experience.
• Must be highly proficient in Mac OS, Microsoft Word and Excel, as well as file-sharing platforms such as Dropbox, and project management tools (e.g., Basecamp, Asana, Trello).
• Demonstrated strong organizational and time-management skills, with keen attention to detail, excellent written and verbal communication, the ability to manage multiple projects and deadlines simultaneously, and a willingness to learn new technologies.
• Familiarity with budgeting and expense tracking, vendor coordination, contract management, and event registration platforms is essential.
• Must be able to troubleshoot issues quickly and maintain clear, professional communication across teams.
• Some events may require work in the evenings or overnight for up to 2 nights at retreats, with advance notice.
• The right candidate must be able to push/pull carts on weight-bearing wheels weighing approximately 25 lbs., and lift supplies weighing up to 15 lbs. Must be able to tolerate a significant amount of standing, bending, and walking.

Nice to have

• Proficiency with presentation tools (e.g., InDesign, PowerPoint, Adobe Illustrator, and Photoshop), calendar and scheduling systems, and virtual/hybrid event technologies (e.g., Zoom) is also highly desirable.
• Prior experience in non-profit or academic settings is a plus.