Events Coordinator

Public Relations Unit

The Public Relations unit leads messaging and strategy for internal and external communications and oversees the citywide Debates program as well as Board meetings and other events. The team works with journalists to land and shape coverage of campaign finance and election matters, and it works to strengthen communications inside the agency through collaboration with other units on the rollout of internal policies, identifying new ways to share and present internal updates, and creating new channels for engagement and building shared understanding of our work and mission.

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.

The responsibilities and tasks to be completed in this role include, but are not limited to:

• 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.

Most Essential Knowledge, Skills, Abilities & Other Behaviors

We're seeking individuals eager to make an impact, even if they don't tick every box on our job description. We believe in the power of diverse perspectives and the unique blend of lived experiences, non-traditional education pathways, practical know-how, and a variety of skills and abilities that each candidate brings to the table. If you're ready to learn and grow with us, we encourage you to apply and be part of our dynamic team.

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 a 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

Application Instructions

While completing the application, candidates are invited to provide a cover letter via "attachment" or the "Message to the Hiring Team" field on SmartRecruiters.

Qualifications & Requirements

• 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 in "1" above; or
• Education and/or experience equivalent to "1" above.