Events Coordinator

Job ID: ANALYST CFB AL 1 ONLY - 06601

About the role

The Events Coordinator will report to the Events Manager in the Public Relations Unit and will be responsible for driving logistics in the planning, coordination, and execution of internal and external CFB events including official monthly Campaign Finance Board meetings, staff meetings, and the official NYC Debates Program in years with an election for citywide office. The Public Affairs division and Public Relations unit are dynamic and talented teams; this role offers growth potential and opportunities to learn about all facets of our work, including the city's public matching funds program, the NYC Votes initiative to engage communities underserved by electoral outreach and local democracy, and policy recommendations to make New York City's government more open, equitable, and transparent. The person in this role will work closely with the Public Relations team, other Public Affairs division staff, and external stakeholders to ensure CFB events reflect the highest agency and industry standards. The ideal candidate will enjoy working collaboratively, effectively manage multiple workstreams at once, and believe in the mission of strengthening democracy in New York City.

Responsibilities

• Support in the planning and execution of CFB hosted events — for both internal staff and external attendees — at external venues outside of the CFB office.
• Coordinating virtual and hybrid event logistics to ensure live streaming, Q&A functions, accessibility support including American Sign Language (ASL) and language interpretation services, archival recordings, and other elements are executed seamlessly.
• Providing training and prep materials for participants in CFB events such as runs-of-show executed to the highest degree of detail and professionalism.
• Collaborating across the Public Affairs division to expand agency-wide best practices for engaging, inclusive, accessible events that further our mission.

Requirements

Minimum Qualifications:

• A baccalaureate degree from an accredited college including or supplemented by at least 12 credits in one or more areas relevant to the duties described above, and one year of satisfactory full-time experience relevant to the duties described above; or
• A four-year high school diploma or its educational equivalent and five years of experience as described above; or
• Education and/or experience equivalent to the above.

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.

Qualifications

Preferred Qualifications: Candidates with these qualifications will be given preference in the selection process.

• Prior experience managing event logistics, including long-term planning, managing multiple stakeholders, developing a run of show, and troubleshooting challenges in real-time
• Understanding of what it takes to execute virtual, hybrid, and in-person events, including best practices
• Understanding of accessibility, equity, and inclusion in event planning
• Working knowledge of NYC politics
• Strong media literacy

Skills

Knowledge:

• General knowledge of NYC event venues (including available event spaces in the CUNY / SUNY system)
• Knowledge of NYC transportation systems (subway, bus, commuter lines) and accessible transport options
• Knowledge of Microsoft suite (Word, PowerPoint, SharePoint, OneDrive, Outlook, Teams)
• Knowledge of Zoom webinars (including advanced settings, recordings, attendance reporting)

Skills:

• Skill of effectively communicating both in writing and verbally
• Skill of crafting a high degree of professionalism in communicating with internal and external stakeholders

Abilities:

• Ability to work quickly with strong attention to fine details
• Ability to effectively troubleshoot and navigate issues as they arise
• Ability to keep workflow organized and efficient both for independent work and in collaboration with others
• Ability to prioritize, track multiple deadlines, and manage competing deadlines and requests
• Ability to occasionally lift heavy items (boxes, chairs, etc.) and arrange furniture on wheels (chairs, tables, smart board screens, etc.)

Other Characteristics:

• Is a proactive, creative thinker
• Is collaborative and able to work with different internal and external stakeholders
• Is calm under pressure or highly visible situations
• Is adaptable to rapidly evolving situations or changes in event run of show or schedule
• Is tech literate, able to quickly learn and adapt to new technology platforms and equipment
• Aligns with mission of CFB / NYC Votes to make NYC local democracy more transparent, equitable, and representative of communities across the city