Special Event Coordinator

The Team You'll Work With:

The Mayor's Office of Special Projects and Community Events supports the Mayor’s commitment to honor the diverse communities of New York City by organizing, managing and directing Mayoral public ceremonies, celebrations and receptions, in partnership with city agencies and with the support of the private sector. These special events are hosted at Gracie Mansion—also known as the People's House—and other iconic sites across the city. The work of the unit is key to celebrating the diversity of the city and bringing New Yorkers together.

The Problems You'll Solve:

The Special Event Coordinator is responsible for providing support to the lead event planners in the development, logistical management, and production of large-scale special events throughout the five boroughs on behalf of the Mayor of the City of New York. The incumbent will report directly to the Event Manager. Responsibilities include but are not limited to:

• Provide on-site logistical support to lead event planners, this includes coordinating set- up, managing event materials, check-in process, assisting with production elements and timing, communicating with venue and catering staff to ensure flawless flow, managing break down, and overall troubleshooting.
• Assist with recruitment, training, and management of interns for MOSPCE administrative tasks and on-site at events. 
• Oversee event debrief documentation by collecting and recording metadata and evaluation of MOSPCE events from external partners, senior admin, and the internal team. 
• Order supplies and audio visual equipment, manage RSVPs, respond to team inbox and answer main line, draft event briefings, make necessary travel arrangements to event locations, The incumbent will also manage post event follow-up, including but not limited to, generating thank you notes and archiving event files.
• Conduct research, make site visits, and identify opportunities for improved operations and service excellence, making recommendations for consideration.
• Cooperative attitude and willingness to collaborate with other Mayor’s office units to promote and publicize events.
• Serve as liaison with vendors on event-related matters and perform other related duties as assigned.
• Commitment to innovation; eagerness to share ideas on how to improve services provided and event quality.
• Assist with managing volunteers and interns for event coordination activities.
• Due to the necessary required event duties of this position, staff may be required to be on call and/or work on weekends, evenings, early mornings, and public holidays. 

About You:

• Candidates should have an associate or bachelor’s degree,1-2 years of event experience, and have an interest in city government.
• Strong interpersonal skills and the ability to interact with guests at all levels and create a warm and welcoming environment are required. 
• Excellent written and verbal communication skills are required. 
• You have experience working in a fast-paced environment.
• You can work a flexible work schedule.

Equal Opportunity | Diversity Equity & Inclusion Statement 

The Office of the Mayor is an is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.

The Adams Administration values diversity — in backgrounds and in experiences that is reflective of the city it serves. Applicants of all backgrounds are strongly encouraged and welcome to apply.

If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings or apply for a job on this site as a result of your disability. You can request reasonable accommodations by EEO at EEO@cityhall.nyc.gov. 

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