Special Events Coordinator / Assistant Director

The NYS Public Employees Federation (PEF) is a diverse and powerful New York State labor union committed to creating a better life for our members. We represent around 50,000 professional, scientific, and technical workers in NYS government. Members include healthcare, education, corrections and supervision, youth services, direct care, and other professional titles.

Overview:

This position reports directly to the Director of Special Events and supervises administrative staff. The individual provides administrative set-up, coordination, and contracting of assigned special training programs, conferences, and special events, and assists with Executive Board meetings and the annual Convention. This position is responsible for assigned functions associated with the Annual Convention, including but not limited, to the Headquarters Room function, staffing needs and activities, the registration activities, and all special functions/meetings. The position is actively involved in the preparation of Executive Board meeting agendas, preparation of meeting packets, contracting for meeting space, overseeing the distribution of meeting packets, noting follow up actions and charges to be accomplished, and preparation of meeting minutes for Board approval.

Position is based in Latham, NY (office setting with occasional travel required).

Responsibilities:

• Provides assistance to the Director of Special Events for all quarterly Executive Board meetings, training sessions, workshops, special events and Annual Convention.
• Coordinates preparation of board kits and materials for relevant meetings, various committees, and departments.
• Compilation and tracking of Executive Board and other meeting/event action items.
• Compilation and tracking of actions, assignments and deadlines related to the Convention.
• Coordination per the Director of Special Events on Convention work with other PEF staff and departments to determine and adhere to tasks, timeframes, timelines and strict deadlines.
• Review of all meeting/event invoices, hotel billing and catering statements for accuracy, assign charges to appropriate accounts (committees, departments, individuals, etc.) for payment approval.
• Coordination with Account Representatives of hotels and facilities statewide to conduct site inspections, establish contracts, negotiate rates and maintain direct billing accounts.
• Coordination of registration and housing arrangements for national conferences and conventions attended by Statewide Officers, members, and staff (e.g., AFT, SEIU, AFL-CIO, etc.)
• Administrative and technical coordination of special events and conferences, including hotel arrangements, training needs, meeting rooms, and invitations.
• Maintenance of all official policy and other records, with appropriate confidentiality and sensitivity.
• Supervises administrative staff in the Department of Special Events.
• Experience in working with confidential and sensitive information.
• Availability for travel statewide for PEF events and functions.
• Significant experience with high quality member and customer service.
• Consistent and reliable attendance.
• Other assignments as directed.

Qualifications:

• At least three years’ experience as an Event Coordinator, Hotel/Resort Event Scheduler/planner, and/or relevant experience in event coordination.
• Supervisory experience is required.

Successful candidate must demonstrate:

• Excellent communication skills (written and verbal) to clearly communicate matters to all levels of management and members.
• Ability to maintain confidential and sensitive information.
• Ability to assess and set priorities, meet deadlines, and manage multiple projects in a fast-paced, changing environment.
• Able to identify opportunities for improvement.
• Strong analytical and problem-solving skills.
• Ability to work independently and respond flexibly to changing events.
• Strong interpersonal skills, including the capacity to work cooperatively with a wide range of individuals.
• Strong organizational skills including time management and attention to detail.
• Ability to work independently and collaborate with various team members.
• Consistent and reliable attendance is critical.

Salary and Benefits:

The salary range for this position is $68,562.00 (minimum) - $87,605.00 (maximum).

PEF offers an excellent benefit package which include:

• Health insurance with Health Reimbursement (HRA)
• Employer paid dental and vision insurance
• Flexible Spending Plan (FSA)
• Employer paid life and long-term disability insurance
• 401-k with safe harbor contribution
• Pension plan through SEIU
• Paid holidays, vacation, sick, and personal time
• Tuition reimbursement and on-going professional development

Job Type: Full-time

Pay: $68,562.00 - $87,605.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Education:

• Associate (Preferred)

Experience:

• Supervising: 3 years (Required)
• Event planning: 3 years (Required)
• Hospitality management: 3 years (Required)

Willingness to travel:

• 25% (Required)

Work Location: In person

Salary : $68,562 - $87,605