Special Event Coordinator

Special Event Coordinator

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. 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 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.

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 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.