Special Events Assistant

The Albany Office of New York State Governor Kathy Hochul is seeking a Special Events Assistant to support the planning and execution of the 30-50 special events hosted annually by the Governor. The Governor's special events include heritage receptions, ceremonies, community events such as the Easter Egg Roll and Turkey Pardon, large-scale productions such as the State of the State Address, and other engagements with constituents and stakeholders throughout the state. These events are primarily hosted at the Executive Mansion and State Capitol Building but may also utilize external venues as the scope requires. The Special Events Assistant is a member of the Executive Office team and provides day-to-day planning and logistical support to ensure events are organized, professional, and executed seamlessly. The assistant works in coordination with departments across the Executive Chamber-including scheduling, advance, briefings, correspondence, and the Office of Public Engagement, as well as the Executive Mansion team and Office of General Services. Responsibilities include: Supports team leadership in managing the planning and execution of events from initial concept through completion Maintains event planning timelines, task lists, planning documents, and other organizational tools to ensure deadlines are met Assists with event logistics, including date selection, venue research, room layouts, event setup, registration, guest flow, and breakdown Supports the development and maintenance of guest lists, invitations, RSVPs, seating arrangements, credentials, name tags, and other guest-facing materials Assists with securing and coordinating vendors, facilities, rentals, catering, décor, audio/visual, printed materials, and other event-related services Conducts research on venues, vendors, speakers, honorees, stakeholders, and other event-related needs Assists with the development of event flows, speaking programs, run-of-show documents, briefing materials, and other event documentation Participates in planning calls and meetings and maintains clear records of decisions, assignments, and outstanding items Prepares and organizes printed materials, including signage, registration materials, credentials, seating materials, and other event supplies Supports the day-of production of events, including setup, registration, guest services, program management, speaker/VIP support, and breakdown Assists with post-event reconciliation, documentation, and after-action reporting Performs other duties as assigned in support of the Special Events team Qualifications The ideal candidate: is highly organized, detail-oriented, proactive, and comfortable working in a fast-paced, high-pressure environment. The position requires excellent communication skills, strong attention to detail, sound judgment, discretion, and the ability to manage multiple priorities simultaneously. Experience in event planning, hospitality, government, communications, protocol, operations, or a related field is preferred. Must possess a valid New York State driver's license and be able and willing to operate state vehicles as required in support of events and related activities. Must be able to lift, carry, and transport event materials and equipment weighing up to 25 pounds. The successful candidate: Must be comfortable working collaboratively with a wide range of internal and external stakeholders and Must be willing to work flexible hours, including evenings and weekends, as required by the Governor's schedule and event calendar. #J-18808-Ljbffr