Event Production Coordinator

About New York Cares

New York Cares exists to turn passion into action, leverage resources through partnership, and create long-lasting change across New York City. We've become the City's leading volunteer management organization by adapting and responding to our most pressing community needs – from everyday challenges like food insecurity and educational inequity to relief efforts in response to 9/11 and the COVID-19 pandemic.

We foster dynamic relationships with all stakeholders by committing to our core values: equity, humanity & trust. We see value in each of our stakeholders. Be it our volunteers, donors, staff, or community partners; we know we work best when we work together. When new challenges arise, we look to our network of over 1,000 nonprofits, schools, and government agencies across the 5 boroughs to inform our response. We build trust with our 50,000 annual volunteers who give their time and skills to meet the current needs.

As we grow our team, we are committed to creating a workforce that reflects the communities we serve. New York Cares is dedicated to fostering a workplace where every employee feels valued, finds a place of belonging, and brings their authentic self to work.

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. The department focuses on the production and execution of each of our volunteer events and projects and ensures that they follow best practices of volunteer engagement. The team ensures that projects are impactful and meet the goals of our Community Partners while following the best practices of volunteer engagement.

About the Event Production Coordinator

You’re expected to be frequently on the ground, bringing high-quality, volunteer-powered events to life. You’re an executor and someone who thrives on making things happen. Reporting to the Event Production Officer, you plan and execute our events to meet the goals of our Community Partners, whether it’s providing an enriching reading experience to a class of young students or planting native flora in a local park. You will plan the day from beginning to end, leading the volunteers, ensuring the appropriate supplies are available, and delivering projects we can be proud of.

Key Stakeholders

You’ll interface with both internal and external 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
• Our Community Relations Department
• Our Program Design Department

Your external stakeholders include:

• Corporate Partners
• Community Partners

Scope of Responsibilities

• Responsible for crafting production schedules for events including a run of the 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 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
• Conducts site visits as needed to audit the quality of the volunteer experience and makes recommendations on areas for improvement to other teams
• Executes best volunteer management practices

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 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. Must have a valid driver’s license and feel comfortable driving a minivan or cargo van.

Event Management You have a basic understanding of event management. You’ll coordinate and execute volunteer events for 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 the 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.

Public Speaking Skills You feel comfortable speaking in front of and leading large groups of volunteers.

Light Lifting You will 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.