What are the responsibilities and job description for the Special Events Coordinator position at The New York Public Library?
Description
The Special Events Coordinator supports internal event production for departments such as Development, Communications, Public Programs, and Education Outreach, ensuring seamless execution. Revenue generated by our third-party space rental and beverage programs support the Library’s indispensable collections, services, and outreach. The Special Events Coordinator will contribute to the ambitious financial goals of the Special Events team through frontline client communication, calendar management, and on-site event support.
We are looking for someone we can count on to:
Required Education, Experience & Skills
More...
At the Library, we believe that pay transparency and pay equity are important to ensuring we source the best candidates and keep the best employees. When making a determination as to the appropriate salary for a candidate, we consider a variety of factors such, including, but not limited to, the position requirements, the skills, prior experience, and educational background required or preferred for the job, the scope and impact of the role within the organization, internal peer equity, and the candidate's specific training, experience, education level, and skills. No single factor is conclusive; the Library reserves the right to consider any and all relevant factors and make a decision consistent with its policies.
Overview
The Special Events Department produces over 300 events annually, advancing NYPL’s initiatives and generating revenue through third-party events.
The Special Events Department produces over 300 events annually, advancing NYPL’s initiatives and generating revenue through third-party events.
The Special Events Coordinator manages daily administrative operations, serving as the department's primary liaison for internal teams, vendors, and rental clients. The ideal candidate has administrative experience, strong organizational skills, and an interest in event production.
The Special Events Coordinator supports internal event production for departments such as Development, Communications, Public Programs, and Education Outreach, ensuring seamless execution. Revenue generated by our third-party space rental and beverage programs support the Library’s indispensable collections, services, and outreach. The Special Events Coordinator will contribute to the ambitious financial goals of the Special Events team through frontline client communication, calendar management, and on-site event support.
We are looking for someone we can count on to:
Own:
- On-site operational and administrative support for the Office of Special Events.
- Management of the reservation calendar; including fielding of rental event inquiries, scheduling of internal events, and scheduling reporting.
- Vendor bookings, payments, and general accounting tasks.
- Office organization and inventory.
- The planning and execution of internal events, coordinating logistics and budgets.
- Support revenue generating rentals through the oversight of load-ins, deliveries, and setups.
- Projects such as general market research, contact database management, social media content development, and press roundups.
Teach:
- Educate external clients on space rental opportunities and guidelines using templated replies.
- Guide internal stakeholders through the steps of the planning process using existing tools.
- Educate new Library staffers on the support function of the Special Events team, and provide training on how to interact with its established systems.
Learn:
- Develop an expertise in rental spaces, and departmental policies, procedures and protocols.
- Learn about the advanced functionalities of Tripleseat and recommend new ways to utilize its services.
Improve:
- Maintain training manuals, information guides, databases and templated communications.
- Contribute to enhancing visibility through marketing strategies such as social media.
- Approach internal events with creativity, ingenuity and inventiveness.
Some expectations for this role are that within:
1 month, this person will:
- Complete NYPL trainings; demonstrate an understanding of the event spaces, pricing, policies and procedures.
- Complete a full onboarding of Tripleseat, and can deliver templated replies to inquiries and room requests in a timely manner.
- Receive training on financial operations and begin managing general accounting tasks.
- Receive training on a portfolio of internal events for which they will be responsible.
- Receive training on rental load-ins, and develop relationships with internal building operations teams.
- Independently maintain a functioning office space by monitoring, ordering, and organizing supplies.
3 months, this person will:
- Confidently handle rental and internal event inquiries.
- Independently manage the Tripleseat calendar and contact databases.
- Oversee small internal events using established templates.
- Oversee rental load-ins with guidance.
- Manage billing expense reports and other general accounting tasks.
- Contribute to marketing and communication efforts.
6 months and beyond, this person will:
- Be proficient in Tripleseat operations, and lead all maintenance initiatives.
- Manage a portfolio of internal events, and assist with rental load-ins.
- Independently manage departmental accounting operations.
- Provide event pipeline reports and assess inquiry trends.
Responsibilities
- Supporting the daily on-site needs and workflow of the Office of Special Events
- Spearheading calendar management for internal event requests, generating usage reports, and identifying potential space conflicts and solutions
- Fielding and directing revenue inquiries, and reporting on calendar trends
- Performing administrative tasks such as the distribution of weekly schedule reports, mailings, office supply inventory, and general office maintenance
- Maintaining general accounting workflow, including vendor bookings and payments, reconciling accounts, and expense reports
- Independently producing internal NYPL events; managing budgets, coordinating vendors, liaising with corporate and philanthropic partner organizations, recruiting and cultivating staff volunteers, onsite management, and post-event follow up
- Providing on-site coverage to support rental event logistics, such as load-in supervision and joining team members to support large rental events
- Perform other assigned duties as necessary
Required Education, Experience & Skills
Required Education & Certifications
Bachelor’s degree
Required Experience
- 2 years of experience in a support role, working in a fast-paced professional environment
- Demonstrated success in an office environment or professional setting; project management and customer service experience required
Required Skills
- Professional maturity, and confidence exhibiting autonomy and accountability in the workplace
- Demonstrated flexibility, punctuality, reliability, and ability to work under pressure
- Proven ability to multitask, prioritize, and communicate regarding assigned tasks
- Exceptional organizational skills, attention to detail, and ability to follow detailed verbal and written instructions
- Outstanding communication and interpersonal skills, including the ability to interact tactfully, professionally, and effectively with all levels of Library staff and external constituents
- Knowledge of New York cultural institutions and a passion for NYPL’s mission.
- An understanding of marketing and social media basics
- Ability to manage extended hours
Managerial/Supervisory Responsibilities
N/A
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Core Values
All team members are expected and encouraged to embody the NYPL Core Values:
All team members are expected and encouraged to embody the NYPL Core Values:
- Be Helpful to patrons and colleagues
- Be Resourceful in solving problems
- Be Curious in all aspects of your work
- Be Welcoming and Inclusive
Work Environment
- Required 5 days a week in-office setting
- Event venue setting
Physical Duties
- Lifting up to 40 lbs required
- May require travel within NYC
Pre-Placement Physical Required?
No
Union/Non Union
Non-Union
FLSA Status
Non-Exempt (overtime pay eligible)
Schedule
No
Union/Non Union
Non-Union
FLSA Status
Non-Exempt (overtime pay eligible)
Schedule
- This position requires a 35 hour in-office work week
- Weekday hours will vary depending on the needs of the team
- Frequent early mornings and evenings required
- Must be available for weekend work as necessary
This job description represents the types and levels of responsibilities that will be required of the position and shall not be construed as a declaration of all of the specific duties and responsibilities for the role. Job duties may change if Library priorities change. Employees may be directed to perform job-related tasks other than those specifically presented in this description as needed.
The New York Public Library Salary Statement
The New York Public Library Salary Statement
At the Library, we believe that pay transparency and pay equity are important to ensuring we source the best candidates and keep the best employees. When making a determination as to the appropriate salary for a candidate, we consider a variety of factors such, including, but not limited to, the position requirements, the skills, prior experience, and educational background required or preferred for the job, the scope and impact of the role within the organization, internal peer equity, and the candidate's specific training, experience, education level, and skills. No single factor is conclusive; the Library reserves the right to consider any and all relevant factors and make a decision consistent with its policies.
Union Salaries are determined by collective bargaining agreement(s).
