Special Events Assistant

City Harvest; New York (NY); On-site; USD 52,000 - 66,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

403(b) retirement plan with employer-m

Commuter benefits

Life insurance

Mental health services

Professional development

Job summary

City Harvest is a fast-paced nonprofit in New York City focused on rescuing and distributing food to feed millions of New Yorkers. The role provides key support to the Special Events team, including budget reporting, inventory, vendor coordination, and donor engagement.

You will help manage events, assist with on-site logistics, reporting, and donor communications while working in a collaborative, mission-driven environment with opportunities for growth and professional development.

Qualifications

• Strong written and verbal communication skills; ability to speak to donors, partners, and volunteers.
• Data management and analysis skills for tracking donations and events.
• Ability to project manage multiple tasks in a fast-paced nonprofit environment.
• Excellent customer service and collaboration with teams across programs.

Responsibilities

• Manage corporate credit card reporting and assist with budgeting systems for Special Events.
• Inventory and manage supplies for the Special Events Team.
• Support onsite at events: load-in, check-in, vendor coordination, signage, and on-site fundraising including auctions.
• Provide general administrative support across all special events leading up to events.
• Manage External Relations Team updates with weekly report-outs.
• Provide reporting and financial reconciliation for events and general list management.
• Support The Venue at City Harvest by coordinating vendor contracts and insurance certificates.
• Assist City Harvest’s marathon team through on-site events and runner coordination.
• Support donor cultivation events and auction fulfillment.

Skills

Communication skills

Data management

Public speaking

Customer service

Attention to detail

Project management

Education

Bachelor's degree preferred

Tools

Microsoft Office Suite

Microsoft Excel

Microsoft Publisher

Job description

About City Harvest

City Harvest is New York’s first and largest food rescue organization and a fast-paced, high-performing nonprofit dedicated to helping feed millions of New Yorkers who struggle to put meals on their tables. During our more than 40 years serving New Yorkers in need, we have rescued more than one billion pounds of fresh, nutritious food and delivered it free of charge to hundreds of food pantries, soup kitchens, community partners, and our own Mobile Markets across the five boroughs. This year, we will rescue and distribute more than 100 million pounds of nutritious food to our neighbors in need. City Harvest works alongside our community partners to boost community capacity, expand nutrition education, and strengthen local food systems. Since our founding in 1982, City Harvest has always been there to feed our city one day, one meal, and one New Yorker at a time while fostering a culture of collaboration, innovation, accountability, and excellence to maximize our impact across New York City.

• Manage corporate credit card reporting and assist with management of internal budgeting systems for the Special Events team.
• Inventory and manage supplies for the Special Events Team.
• Support the Special Events team onsite at events by supporting with load-in, supplies, check-in, vendor coordination, onsite signage, and on-site fundraising including but not limited to auctions.
• Provide general administrative support across all special events in the lead-up to events.
• Manage External Relations Team updates for Special Events by compiling weekly report-outs.
• Provide necessary reporting and financial reconciliation for teams as well as general list management for events.
• Support events in City Harvest’s Venue, The Venue at City Harvest, by leading client tours, assisting with management of vendors onsite, routing contracts for approval and collecting necessary certificates of insurance.
• Provide support for City Harvest’s marathon team of 100 runners by attending onsite events, reconciling event financials, coordinating guest lists and runner forms.
• Support City Harvest donor cultivation events and auction fulfillment events.

JOB OVERVIEW / WHAT A TYPICAL DAY MIGHT LOOK LIKE

• Manage corporate credit card reporting and assist with management of internal budgeting systems for the Special Events team.
• Inventory and manage supplies for the Special Events Team.
• Support the Special Events team onsite at events by supporting with load-in, supplies, check-in, vendor coordination, onsite signage, and on-site fundraising including but not limited to auctions.
• Provide general administrative support across all special events in the lead-up to events.
• Manage External Relations Team updates for Special Events by compiling weekly report-outs.
• Provide necessary reporting and financial reconciliation for teams as well as general list management for events.
• Support events in City Harvest’s Venue, The Venue at City Harvest, by leading client tours, assisting with management of vendors onsite, routing contracts for approval and collecting necessary certificates of insurance.
• Provide support for City Harvest’s marathon team of 100 runners by attending onsite events, reconciling event financials, coordinating guest lists and runner forms.
• Support City Harvest donor cultivation events and auction fulfillment events.

What Your Backgound Should Look Like

• Strong written and verbal communication skills and ability to comfortably speak to donors, partners, and volunteers via phone, email, and virtually.
• Data management & analysis skills
• Ability to interact positively with people from different backgrounds and of different ages in a public speaking context
• Excellent customer service skills
• Proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Publisher and Excel)
• Comfortable working in a warehouse environment
• Flexibility, resourcefulness and ability to implement creative solutions
• Ability to project manage multiple tasks simultaneously
• Strong attention to detail
• Bachelors degree preferred

WHY WORK AT CITY HARVEST?

Benefits

• Competitive market salaries
• Generous time off
• Full benefits (medical, dental, vision) - employer contributions towards premiums
• Pet Insurance
• 403(b) retirement savings plan with employer-matching
• Free Mental Health Services with Better Help
• Commuter Benefits
• Employer-provided life insurance
• Professional development opportunities
• Discounted staff perks (e.g., movie tickets, gym memberships, cellular plans)

At City Harvest, we enjoy working in a team-based environment and value the benefits of a diversified workplace. City Harvest is an Equal Opportunity Employer.