Special Event Coordinator

City of New York • New York City, NY

14h • Onsite

About The Position

The Agency You’ll Join: The New York City Mayor’s Office is responsible for overseeing city services throughout the five boroughs, coordinating public agencies and departments, and managing public property. The administration is leading the fight in making the city more affordable, reducing inequality, improving public safety, ensuring delivery of efficient and effective services, and working to make New York City’s economy stronger. We value leadership, transparency, fairness, and efficiency as we actively seek diverse talents from various sectors to join our team. For current job opportunities, visit our careers page. The Team You’ll Work With: To honor the diverse communities of our City, the Mayor's Office of Special Projects and Community Events (MOSPCE) organizes, manages, and directs 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 iconic sites across the City – including Gracie Mansion. 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.

Requirements

• Bachelor’s degree required.
• 1+ years of event experience, and have professional experience in event production, political/community organizing, or public service, paired with a strong working knowledge or high interest in New York City’s government structure and political landscape.
• Outstanding written and verbal communication skills, with a proven ability to interact professionally with guests at all levels and cultivate a warm, welcoming environment.
• Ability to thrive in high-velocity, fast-paced settings while maintaining a strong detail orientation.
• Ability to work a non-traditional, flexible schedule.
• Must be comfortable working in both indoor and outdoor environments (including inclement weather and varying temperatures) with the physical stamina to stand or walk for extended periods and frequently lift up to 35 lbs.
• High school graduation or equivalent and three years of experience in community work or community centered activities in an area related to duties described above; or Education and/or experience which is equivalent to '1' above.

Responsibilities

• Manage all administrative and operational components of event execution, including database maintenance (guest lists and RSVPs), staffing plans, visual layouts (floorplans), and the creation of critical briefing materials (event briefs, production needs documents, and printed collateral). Coordinate post-event wrap-up by managing debrief outreach and preserving comprehensive project documentation.
• Schedule and facilitate planning meetings and routine check-in calls. Responsible for capturing detailed minutes, distributing action items, and proactively tracking follow-ups to ensure project timelines stay on schedule.
• Partner with lead event planners to drive seamless, day-of operations. Responsibilities include managing vendor load-in and break-down, overseeing guest check-in, coordinating with venue and catering staff, monitoring production timing, and executing real-time troubleshooting to ensure a flawless event flow.
• Assist in training and managing office interns, overseeing their completion of routine administrative tasks, and supervising their operational support on-site at events.
• Conduct operational research and site visits to identify and recommend strategies for service excellence; serve as the primary liaison with vendors on event logistics and perform other related duties as assigned.
• Foster a collaborative, team-oriented approach by partnering with other Mayor’s Office units to promote and publicize events. Due to the nature of public sector event delivery, this role requires schedule flexibility, including readiness to work early mornings, evenings, weekends, and public holidays as needed.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level