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    Special Events Coordinator - New York, United States - The New York Public Library

    The New York Public Library
    The New York Public Library New York, United States

    1 week ago

    Default job background
    Full time
    Description
    Overview
    The Special Events Department is responsible for the production and logistical support of over 300 events annually, ranging in size, scope and scale and supporting both NYPL's internal events and initiatives and third party rental events. As a respected leader in the New York City Events community, NYPL's Office of Special Events strives to produce some of the city's finest events, while helping sustain one of the world's premier non-profit institutions. The Department is part of NYPL Operations, which also includes Capital Planning, Facilities, Finance, HR, IT, Security, and other teams key to the administration of The New York Public Library.

    The internal events and partnerships produced by this department are critical to raising visibility and important funds for The New York Public Library and Event support is essential to the operations of various internal departments including but not limited to Development (fundraising, donor relations), Communications and Marketing, Visitor Experience, Public Programs and Government Relations.

    Revenue generated by our third-party space rental and beverage programs support the Library's indispensable collections, services, and outreach. The Special Events Coordinator is the "face" of this wide reaching team and handles multiple aspects of the day to day operations of the Special Events Department, working on both internal event support and third party space rental sales. The Coordinator acts as a gatekeeper and as an ambassador for the team, serving as an accessible liaison to other Library departments and as a starting point for prospective rental clients and vendors.

    Key position functions include fielding phone and email inquiries, monitoring event-related accounts, managing the reservation calendar, overseeing and distributing the events schedule, providing administrative support for the team and offering valuable on-site event staff coverage for both internal events and rentals. The Coordinator will own and produce a portfolio of internal events and will contribute to the department's ambitious earned income goals through targeted marketing, strategic scheduling and frontline communication with prospective clients. We are looking for someone we can count on to: Own :
  • Management of the building calendar and data input into the Tripleseat event system; including the fielding and entering of event inquiries, prioritization of projects, scheduling of rental and internal events, programs and meetings, creating and sending weekly and monthly schedule reports to key stakeholders, and overseeing key maintenance and upgrades for the event software.
  • Oversight of basic office management, day-to-day and throughout the year, from ordering office supplies to basic accounting and administrative support.
  • Independently own and produce a portfolio of internal, staff and partnership events.
  • A support role for the SPEV Beverage operation.
  • Assist with general event production needs for large internal events and revenue generating rentals.
    • Teach :
  • Field day to day cold-call inquiries and communicate the challenges and exciting opportunities associated with space rental at The Library to prospective clients.
  • Speak confidently to the Events team about internal budget status and advise periodically on funding challenges and benchmarking.
  • Partner with the Director of Special Events and Beverage Operations on training for new Library staffers to help educate and evangelize the support functions of the team.
    • Learn:
  • Familiarize themselves with important policies, procedures and protocols that govern the way the department operates.
  • Become an expert in the advanced functionalities of Tripleseat and educate SPEV team members on other ways to utilize its services.
    • Improve :
  • Weigh in on current business infrastructure and procedures through application and collaboration.
  • Contribute to improve our visibility through internal and external communications and targeted marketing strategies (social media, etc).
  • Workflow and communication strategies to internal stakeholders.
    • Some expectations for this role are that within: 1 month , this person will:
  • Have developed an overall understanding of each of the event spaces and their basic capabilities.
  • Have trained with the Associate Director, Special Events and Manger, Food and Beverage Operations on the functionalities of Tripleseat, our Event Management Software and office accounting.
  • Have reviewed, discussed and developed a general familiarity with Special Events and Beverage policy and procedure; can deliver templated responses to basic inquiries.
  • Have reviewed, discussed and developed a general familiarity with Special Events and Beverage policy and procedure; can deliver templated responses to basic inquiries.
  • Have shadowed team members on calls and meetings to interact with key Library stakeholders and to better understand their goals and objectives as they relate to space usage (Public Programs, President's Office, Education and Outreach, etc).
    • 3 months , this person will:
  • Begin independently sourcing inquiries and inputting data into Tripleseat.
  • Be able to follow a basic event template to produce small internal and partnership events.
  • Begin joining regularly scheduled meetings and contributing updates and requests.
  • With support, be able to generate basic event reports and provide administrative management for billing, expense reports, etc .
    • 6 months and beyond , this person will:
  • Be independently managing and tracking rental and internal inquiries sent through various sources with confidence.
  • Have a clear understanding of the reporting function of Tripleseat and be able to offer insightful suggestions on improvements and innovations.
  • Maintain full administrative management of departmental billing, etc.
  • Be managing a portfolio of internal and partnership events and receiving ongoing training to help support revenue generating rentals through coverage opportunities, etc.
  • Be able to report on the current "event pipeline" and assess inquiry volume, identify trouble spots and provide metrics upon request.
    • Responsibilities:
  • Serves as the front-line communications specialist for the Office of Special Events by fielding and redirecting all revenue inquiries and opportunities, providing general sales information and assisting with the general department workflow from "cold call" stage through conversion.
  • Develops and maintains an understanding of building spaces, capacities, and the associated rental fees. Contributes to conversations relating to the pricing and the general streamlining of space rental policies.
  • Performs basic administrative tasks for the department including but not limited to office supply inventory, reconciliation of expenses and income, generation of weekly reports, and management of basic office accounting.
  • Spearheads all calendar and data input for internal event requests, generating usage reports and identifying potential space conflicts and solutions.
  • Oversees daily approvals for internal room bookings.
  • Assists with Social Media posting and other marketing efforts to boost visibility and outreach.
  • Supports the Beverage Operations Team through assistance with ordering, bookkeeping, managing deliveries, helping with inventory and collaboration on the development of a lucrative portfolio of wine and spirits offerings.
  • Independently manages and collaborates closely with peers across The Library to plan and execute a variety of NYPL programs, partnerships, staff functions and internal events. Responsibilities include budget management, coordination of vendors, liaising with corporate and philanthropic partner organizations, recruiting and cultivating staff volunteers, evening and weekend onsite management, and post-event follow up.
  • May provide early morning, evening and weekend on-site coverage to support rental event logistics, such as load-in supervision and joining team members to support large rental events.
    • Department Special Events Employment Type Full Time Location Stephen A. Schwarzman Building Workplace type Onsite Compensation $50,000 - $60,000 / year Reporting To Emily Esposito This role's hiring manager: Emily Esposito

    Required Education, Experience & Skills

    Required Education & Certifications
  • Bachelor's degree.
    • Required Experience
  • This is an entry level position for a candidate who wants to gain experience in the field of Special Events while working in a fast-paced Cultural Institution environment.
  • Candidate must have some previous experience in a customer service role, an interest in the Special Events industry and a passion for event production.
  • Experience or background with event planning and production preferred but not required.
  • Ability to manage extended hours and weekend work required as necessary.
    • Required Skills
  • Exceptional organizational skills and ability to follow detailed instruction in a fast-paced environment; superb attention to detail.
  • Ability to both listen and communicate effectively. Strong written and oral skills; email and phone manners are paramount.
  • Can learn, apply and speak articulately to clients and vendors about the institution's procedures, policies and protocols.
  • Has demonstrated flexibility, punctuality, professionalism, reliability and ability to work well under pressure.
  • Can work diligently with minimal supervision, independently or in a team environment; a self-starter who is willing to "jump in" and take the lead on projects.
  • Outstanding interpersonal skills, including the ability to interact tactfully, professionally, and effectively with all levels of Library staff and external constituents
  • Must have a willingness to listen and learn, an entrepreneurial spirit, a passion for events, and a sense of humor.
  • Some knowledge of NY cultural institutions; passion for NYPL mission.
  • Demonstrated project-management and customer service experience.
  • Possesses an understanding and appreciation of marketing and communications basics - expertise in various forms of social media is a plus.

    • Managerial/Supervisory Responsibilities     N/A
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