Special Event Coordinator

City of New York; New York (NY); On-site; USD 58,000 - 63,000; Full time

Job summary

The City of New York’s Mayor’s Office is seeking a proactive Community Associate to support MOSPCE in planning and executing city-wide ceremonies and public events across the five boroughs.

Responsibilities include coordinating logistics, managing guest lists, briefing materials, on-site operations, and mentoring interns, with a flexible schedule including early mornings, evenings, weekends and holidays. The role requires strong communication and a public-service mindset.

Qualifications

• Bachelor’s degree required.
• 1+ years of event experience in event production, political/community organizing, or public service.
• Strong working knowledge or high interest in New York City’s government structure and political landscape.

Responsibilities

• Manage all administrative and operational components of event execution, including guest lists, RSVPs, staffing plans, floorplans, and briefing materials.
• Coordinate post-event wrap-up with debrief outreach and comprehensive project documentation.
• Schedule planning meetings, capture detailed minutes, and track follow-ups to keep timelines on schedule.
• On-site execution: partner with lead event planners to manage vendor load-in/breakdown, guest check-in, venue/catering coordination, and production timing.
• Mentor and coordinate office interns, overseeing their administrative tasks and on-site support at events.
• Identify strategies for service excellence; liaise with vendors on event logistics and maintain flexible collaboration with Mayor’s Office units.

Skills

Communication skills

Flexible schedule

Stamina/physical endurance

Public service mindset

Education

Bachelor’s degree

Tools

Canva

RSVP platforms (Eventbrite, Luma)

Outlook & Teams

Job description

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.

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.

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.

Responsibilities Include, But Are Not Limited To

• Event Logistics & Administration: 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.
• Meeting Coordination & Project Tracking: 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.
• On-Site Execution & Logistical Support: 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.
• Intern Mentorship & Coordination: Assist in training and managing office interns, overseeing their completion of routine administrative tasks, and supervising their operational support on-site at events.
• Operational Improvement & Vendor Relations: 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.
• Collaboration & Flexibility: 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.

About You

• You have outstanding written and verbal communication skills, with a proven ability to interact professionally with guests at all levels and cultivate a warm, welcoming environment.
• You can demonstrate experience thriving in high-velocity, fast-paced settings while maintaining a strong detail orientation.
• You can 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.

Minimum Required Qualifications

• 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.

Additional Information

• In addition to the resume, a cover letter is required to apply.

COMMUNITY ASSOCIATE - 56057

Minimum Qualifications

Qualification Requirements

• 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.

Preferred Skills

• You are proficient in graphic design tools such as Canva to independently design event invitations, digital signage, program booklets, and menus. - You are familiar with professional guest management systems, RSVP platforms (such as Luma or Eventbrite), and database tools to smoothly manage high-volume invitation lists. - You have knowledge of Microsoft Outlook and Teams

Public Service Loan Forgiveness

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education’s website at https://studentaid.gov/pslf/.

Residency Requirement

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of the interview.

The City of New York 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.

, $57,500.00 – $62,500.00