The Communications & Events Associate (CEA) will serve as an integral part of Communications team of NYGC. The CEA is the chief coordinator and marketing promoter of the internal and external events taking place at NYGC’s ground-floor event space. These events are high visibility and mission-critical to the NYGC’s role as a scientific community collaborative hub. The CEA also supports the integrated marketing, branding, communications and digital/social media activities of the Communications team, assisting with internal and external communications, research, and other projects. The CEA will report to the Communications Manager at NYGC.
Specific responsibilities will include, but are not limited to:
· Act as first client relations point person to book and be on-site presence for the approximately 70-80 events taking place at NYGC’s ground floor event space in a typical year. Monitor and track events to ensure that NYGC fulfills obligated event contract agreements. In cases of external client events, also issue formal contract and coordinate with Accounting department to issue invoices for these clients.
· Monitor and respond to all queries to the NYGC events mailbox (email@example.com) and update and maintain the master event calendar related to this mailbox for internal use.
· Send advance notice of room layouts and bookings to Facilities staff and arrange catering, A/V and security related to events. Create formal flow of show for key events.
· Work closely New York Genome Center’s project managers and other event coordinators from institutional founding member institutions to get advance schedules of working group lecture events to begin early promotion.
· In case of Five Points lectures, coordinate a calendar of these events with the faculty and staff scientists. Arrange for 1:1 meetings for the visiting speaker and inform them of travel reimbursement policies and provide form. Reserve local hotel on their behalf.
· Post events as required on the NYGC website and Eventbrite and also on NYGC’s Facebook account.
· Send promotional external Mailchimp e-vites for events and Outlook invites for staff for events, as appropriate. Maintain and build targeted lists on Mailchimp to enhance marketing reach and targeted marketing of events.
· Create event digital signage and other collateral (i.e., program agendas), as required.
· Create draft tweets for our events, finding handles for speakers and their institutions, etc.
· Handle photography for events, VIP visitors, and other photography, as needed.
· Coordinate with A/V vendor to tape events and, subsequently, post to YouTube or upload to Google Drive for internal dissemination.
Multi-Media Content Creation/Proofing
· Assist the department in creating and proofing content in support of the development of Year in Review publications, press releases, website news stories and content, quarterly newsletters, social media postings, digital signage, and other key content.
· Leverage available photography assets for posting/tweeting, etc., take new photos, as appropriate and possible, and help in the coordination of headshot and other photo shoots by external photographers, as needed.
· Leverage available video assets for posting/tweeting, and also support coordination of external videographer shoots, as needed.
Media Relations Support
· Update and maintain media contacts lists and creation of targeted lists, as needed.
· Develop media monitoring and special pickup reports, as needed.
· Lead or assist in media escorting (i.e., escort film crews’ filming, etc.), as needed.
· Create and/or proof talking points, drafts of responses to media questions, and other media relations-related messaging (op-ed content, etc.), as needed.
Department Reporting and Purchasing
· Update and maintain a key set of Communications team reports, which include the following: Master Events Report; A/V Bookings Report, Five Points Report; Weekly Communications Team Report, Partner Communicators Contact List, Quarterly Media Coverage Report, Media Highlights Report for NYGC Board Meetings, and Media Contacts List.
· Place orders for business cards for the NYGC staff; purchase beverages (through FreshDirect), and make other Amazon purchases needed for events, etc.
· Help complete departmental Concur expense reports.
Requirements & Qualifications
· The ideal candidate will have a four-year undergraduate degree, and be a strategic thinker with at least one-two years’ experience in communications and/or events, which can include relevant internships during college. Ideally the candidate will have the following experience/skills:
o Superior written and verbal communications skills;
o Proven proficiency in MS office (Outlook, Word, Excel, Powerpoint) for Macintosh;
o Detail oriented and self-motivated;
o A hands-on attitude and willingness to “roll up your sleeves” and do the work required;
o Collaborative skills and the ability to work well with top researchers/administration and gain their trust and confidence;
o Ability to learn quickly;
o Ability to work well with vendors and process invoices in a timely manner; and,
o Familiarity with Mailchimp, Wordpress, and In Design and/or ability to quickly learn and master these communication platforms.
· Technical and Professional Skills: Consistently demonstrates skills and knowledge relevant for current role; strives to expand the depth and breadth of technical and professional skills; works with a high level of integrity; exhibits focus and discipline; appropriately prioritizes, manages expectations and delivers on commitments.
· Collaborative & Communicative: Models collaboration and teamwork; brings out the best in others; effectively works with all levels, internally and externally; respects and embraces diversity of perspective; communicates clearly and listens carefully; uses good judgment as to what to communicate and when to do so.
· Adaptable & Innovative: Adaptable and embraces change; develops new insights and pursues improvements and efficiency; fosters exchange of new ideas and willing to challenge the status quo; takes initiative and is solution-oriented; engages in work with passion and curiosity.
FLSA Status –Non-Exempt
About the New York Genome Center
The New York Genome Center (NYGC) is an independent, nonprofit, academic research organization dedicated to advancing genomic research. NYGC scientists and staff are furthering new approaches to diagnosing and treating neurological diseases and cancer through their unique capabilities in whole genome sequencing, RNA sequencing, state-of-the art analytics, and the development of genomic tools. NYGC concentrates specifically on disease-based research in the following areas: neuropsychiatric disease (autism, schizophrenia, bipolar); neurodegenerative disease (ALS, Alzheimer’s, Parkinson’s, Huntington’s), and cancer.
Located in Lower Manhattan, the New York Genome Center was founded by and remains closely affiliated with twelve leading academic medical centers and research universities in the New York region and beyond, engaging in research projects with and for these institutions. Essential to our collaborative work is an outstanding faculty, whose members typically hold a joint appointment at NYGC and a partner university. They support our scientific mission by conducting independent research in areas of mutual interest to us and the wider scientific community.
The New York Genome Center is a VEVRAA Federal Contractor. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, creed, color, gender, religion, national origin, sexual orientation, age, disability, genetic predisposition or carrier status, protected veteran or military status, domestic violence victim status, partnership status, caregiver status, alienage or citizenship status, marital status, or any other characteristic protected by applicable law. The New York Genome Center takes affirmative action in support of its policy to hire and advance in employment individuals who are minorities, women, protected veterans, and individuals with disabilities.
The Communications & Events Associate (CEA) will serve as an integral part of Communications team of NYGC. The CEA is the chief coordinator and marketing promoter of the internal and external events taking place at NYGC’s ground-floor…