Special Event Coordinator

The New York City Mayor's Office is a pivotal government institution responsible for overseeing various city services across the five boroughs of New York City. This establishment plays a crucial role in coordinating public agencies, managing public properties, and driving initiatives that enhance the city's livability and economic strength. With a strong commitment to leadership, transparency, fairness, and efficiency, the Mayor's Office actively seeks talented professionals from diverse backgrounds to contribute to its mission. The agency focuses on making New York City more affordable, reducing inequality, improving public safety, and delivering efficient and effective services that meet the needs of its residents.\n\nWithin this framework, the Mayor's Office of Special Projects and Community Events (MOSPCE) emerges as a dynamic team dedicated to organizing, managing, and directing major public ceremonies, celebrations, and receptions. MOSPCE collaborates with city agencies and the private sector to host these significant events at iconic locations throughout the city, including the historic Gracie Mansion. The team’s efforts are critical in honoring the diverse communities of New York City and enhancing public engagement with the Mayor's initiatives.\n\nThe role of Special Event Coordinator is a full-time position located in Manhattan, with a salary range of $57,500 to $62,500. This role reports directly to the Event Manager and is essential in supporting the lead event planners to ensure the successful development, logistical management, and production of large-scale special events across all five boroughs. The coordinator manages various stages of event planning including administrative tasks, on-site execution, vendor relations, and operational improvements. \n\nKey responsibilities include managing guest lists and RSVPs using databases, preparing event briefs and production documents, coordinating staffing plans, and designing event layouts. The Special Event Coordinator is also tasked with facilitating planning meetings, capturing meeting minutes, tracking action items, and ensuring projects stay on schedule. On event days, the coordinator oversees vendor load-ins and breakdowns, manages guest check-in, coordinates with venue and catering staff, monitors event timing, and troubleshoots real-time issues to guarantee seamless event operations. \n\nFurther, the role involves mentoring and coordinating office interns, assisting them with administrative duties, and supervising their support during events. The coordinator must conduct operational research and site visits to recommend service improvements and maintain primary liaison responsibilities with vendors regarding event logistics. Collaboration with other units in the Mayor’s Office is crucial for promoting and publicizing events. Given the public sector nature of the work, the role demands flexibility in scheduling, including early mornings, evenings, weekends, and public holidays. Candidates must have the physical stamina for standing or walking extended periods and lifting up to 35 pounds, while working in varied indoor and outdoor conditions. \n\nIdeal candidates will have excellent communication skills, the ability to thrive in fast-paced environments with strong attention to detail, and a professional demeanor when interacting with guests at all levels. The position requires a bachelor's degree and at least one year of related event experience, preferably in event production, political or community organizing, or public service. Familiarity with New York City’s government and political landscape is a strong asset. Candidates should also demonstrate proficiency in graphic design tools, such as Canva, and experience with guest management and RSVP platforms like Luma or Eventbrite, alongside knowledge of Microsoft Outlook and Teams. The City of New York offers potential eligibility for federal loan forgiveness and state repayment assistance programs for qualified employees, and New York City residency is generally required within 90 days of appointment, with exceptions for certain employees after continuous service. This career opportunity at the Mayor’s Office promises a rewarding avenue for professionals passionate about event coordination and public service, set against the vibrant backdrop of one of the world’s most dynamic cities.