Special Event Coordinator

City of New York • New York, NY

24d • $57,500 - $70,000 • Onsite

About The Position

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.
• 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.

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