Meets pressing community needs by mobilizing caring New Yorkers in volunteer service.

Event Production Coordinator

You’re a wizard behind the curtain bringing volunteer powered events to life. You’re an executor, and someone who thrives on making things happen. Reporting to the Event Production Officer, you design volunteer powered events to create a desired impact. You will outline the schedule, determine how many people will do what, and ensure projects are executed we can be proud of.

You’ll interface with both internal and external stakeholders, with your focus being internal stakeholders. Your internal stakeholders include: The Event Production Team – including your supervisor the Event Production Officer and your fellow Event Production Coordinators, a Corporate Service Manager assigned to a project, the Event Operations Coordinator, the Project Manager, a liaison from our Community Engagement Department, a liaison from our Program Design Department, and our Communications Department.

Your external stakeholders include: Corporate partners for multi-site events and Community Partners for logistically significant projects including multiple sites, over 50 volunteers, or over several days. 

Responsibilities

  • Responsible for crafting production schedules for events including a run of show, day of event plans, and volunteer instruction materials for 500+ events annually as assigned by the Production Officer. This includes creating what those event plans are and overseeing the quality of on-the-ground projects. 
  • Conducts site visits and phone calls with nonprofit partners to identify key event elements and factors that may influence the event production
  • Conducts project overview calls with nonprofits, volunteer leaders, and corporate sponsors
  • Submits purchase orders with supply details to the Event Operations team
  • Acts as the point person on corporate volunteer projects leading volunteers onsite through the tasks of the day
  • Advocates for project matches to corporate project requests
  • Visits calendar projects to audit the quality of the volunteer experience and makes recommendations on areas for improvement to other teams 
  • Executes best practices of volunteer production. 

This list is not an exhaustive job description. It is meant to describe the essential duties and the range of responsibilities for the Event Production Coordinator role. Additional duties may be assigned as needed. 

Qualifications

You’ll be an event producer in this position. You’ll learn about what makes a good event, and how you can refine your own production practices in the world of volunteer events. A background in small event planning such as a college conference or events for 10 or more volunteers is a plus. If the below describes you, you’ll be a solid candidate for this position. 

Event Management: You have a basic understanding of event management. You’ll coordinate and execute volunteer events up to 100 people according to their design. You’re able to ensure events run smoothly and produce the desired outcome. You should be proficient in creating a plan for the day, including a run of show, that forecasts multiple possibilities and their respective solutions. 

Solutions Focused: You’re a creative problem solver. You drive toward solutions, focusing on outcomes and impact. You’re proficient at problem solving on the fly. It’s the way of the event management world. You’ll need to anticipate and prepare for roadblocks, quickly troubleshoot and resolve issues as they arise. What kind of roadblocks? Maybe the paint went missing for a volunteer project. Not to worry. You’ve already located 2 stores nearby where you can call for a replacement. 

Relationship Building: You understand how to develop rapport with new people readily. You’ll meet new people daily during our high season and bi-weekly during our most quiet times. You must be able to Identify, initiate, and foster working relationships with internal and external stakeholders. Trust is built through execution and well executed projects will earn you a high level of trust with our stakeholders.

Iterative improvement: Driving towards constant improvement in execution is a must. This is an environment where we’re not satisfied with the status quo. A desire to constantly improve using data as your guide is required.

Light Lifting: You’ll need to be capable of lifting/carrying supplies and equipment weight up to 35 pounds for events you staff or supplies you need to move.  
 

Salary

Starting salary range is mid-$40ks. Salary is just one component of New York Cares total compensation package. We offer generous paid leave including a winter holiday break, self-care days, and summer Fridays; comprehensive medical, dental, and vision coverage; access to thousands of e-learning courses; tax advantage accounts including a 403b Thrift Plan, FSA and much more.

Apply

Apply via Indeed: Event Production Coordinator.

 

About the Volunteer Events Team

New York Cares’ Volunteer Events department ensures that every service experience our stakeholders have is of the best possible quality. Frequently on the ground, the department focuses on the production of each of our volunteer events and projects, ensuring that volunteers have accurate information, that the project follows best practices of volunteer engagement, and that all supplies and materials are effectively received for each project.