Special Events Assistant

City-Harves; New York (NY); On-site; USD 43,000 - 58,000; Full time

Benefits offered by this job

Full benefits

403(b) retirement

Pet Insurance

Mental Health services

Life Insurance

Staff discounts

Job summary

City Harvest is seeking a detail-oriented Special Events Assistant to join our Brooklyn team. You will support budgets, inventories, and on-site operations for fundraising events, coordinating vendors and managing donor engagement.

In this role you will work across departments to ensure smooth event execution, track reports, and assist with certificates of insurance and attendee lists. A passion for service and strong communication are essential.

Qualifications

• Strong written and verbal communication skills.
• Data management and analysis skills.
• Ability to interact positively with people from different backgrounds in public contexts.
• Proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Publisher, Excel).
• Comfortable working in a warehouse environment.
• Flexibility and ability to implement creative solutions.
• Ability to manage multiple tasks simultaneously.
• Attention to detail.

Responsibilities

• Manage corporate credit card reporting and assist with budgeting 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.
• Provide general administrative support across all special events.
• Manage External Relations Team updates with weekly report-outs.
• Provide reporting and financial reconciliation for events.
• Support venue operations, vendor management, and COIs.
• Assist with marathon team events: attendance, financial reconciliation, guest lists.
• Support donor cultivation and auction fulfillment events.

Skills

Communication

Data management

Public speaking

Microsoft Office

Attention to detail

Multitasking

Event coordination

Tools

Microsoft Office Suite

Excel

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Special Events Assistant

Full Time Professional Brooklyn, NY, US

Salary: $50,000.00 Annually

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.

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
• 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

WHY WORK AT CITY HARVEST?

There are many fantastic reasons to choose a career with City Harvest. In addition to fighting food insecurity in New York, City Harvest offers the following Benefits and Rewards:

• 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
• Employer-provided life insurance
• 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.