Project Coordinator - Event Admin Assistant

Description

Duties Description

As part of the Event Management team you would perform the following functions:

• Manage and maintain office operations, including ordering and organizing office supplies and event materials.
• Provide administrative support to the Event Management team, including direct support for the manager with scheduling, correspondence, and document preparation.
• Maintain and update the event calendar with all relevant details.
• Assist with the preparation of event proposals, contracts, and reports.
• Manage and track the inventory of event supplies, ensuring availability and proper storage.
• Assist in event setup, including coordinating logistics and preparing materials.
• Manage the Salesforce page for NYS Department of Labor Board and Committees.
• Respond promptly and professionally to customer inquiries, ensuring exceptional client service.
• Coordinate travel and accommodations for the manager and team members.
• Maintain accurate records and databases, including client information, event details, and financial transactions.
• Utilize and manage tasks within the Statewide Financial System (SFS).
• Provide on-site event support as needed, assisting with operations and logistics.
• Contribute to special projects and other duties as assigned.
  
  

Minimum Qualifications

Minimum Qualifications

A bachelor’s degree or higher and two years of specialized experience.*

OR

Four years of specialized experience.*

• Specialized experience is defined as Duties Description Above
  
  

Preferred Qualifications

• Ability to initiate and maintain relationships across a diverse set of stakeholders.
• Experience in event planning, coordination, hospitality, or related roles, demonstrating strong organizational skills and attention to detail.
• Excellent written and verbal communication skills, with the ability to professionally interact with clients and stakeholders.
• Experience managing inventory or supply chains.
• Ability to work both independently and collaboratively in a fast-paced environment.
• Flexibility to assist with on-site event operations, which may occasionally require evening or weekend availability.
• A proactive attitude with strong problem-solving skills and a customer-focused mindset.
  
  

Additional Comments

Telecommuting is available and can be discussed during the interview.

We Offer a Comprehensive Benefits Package, Including

• 13 paid holidays, 5 personal days, and a minimum of 13 vacation days per year
• Paid sick leave (CSEA and PEF employees- 13 days; M/C employees- 8 days plus free enrollment into the Income Protection Program for short-term and long-term disability coverage).
• Choice of several affordable and competitive health insurance plans
• Dental and vision insurance plans at no additional cost
• Membership in the NYS Employee’s Retirement System
• NYS Deferred Compensation Investment Plan
• Eligibility to apply for Public Service Loan Forgiveness (PSLF) (full-time employees)
• Eligibility to apply for tuition reimbursement for qualifying employees and courses
• Paid Parental Leave
  
  

Our mission is to provide outstanding services to our customers—the workers and business that call New York home. We help New Yorkers find careers they will love. We build and support New York’s businesses. We empower and protect New York’s workers. To learn more about our mission and the exciting work of the DOL, please visit: https://dol.ny.gov/about-us

DOL is committed to fostering employee engagement and work-life balance. We offer telecommuting (up to 40%) and alternative work schedules to eligible employees. Our exciting training and development opportunities, including Coursera and our formal Employee Recognition Program allow us to develop, recognize, and celebrate our workforce.

Please note that specific benefits and programs may vary based on negotiating unit, current contract, length of State service, and program area.