Office of Youth Ministry, Young Adult Ministry, and University Apostolate – Events & Retreats Associate

The Events and Retreats Associate for the Office of Youth Ministry, Young Adult Ministry & the University Apostolate assists the Director by coordinating and executing key events and retreats throughout the year. This role involves mid-level planning, operational coordination, and serving as the primary logistical point person for major events, with all final approvals resting with the Director.

Director for Youth Ministry, Young Adult Ministry & the University Apostolate

488 Madison Avenue, New York, NY 10022

• Serve as the primary point person for the planning, coordination, execution, and evaluation of annual and recurring events and retreats, including New York Catholic Youth Day, the monthly Young Adult Mass rick's Cathedral, the Love & Responsibility Summer Series, the Ministers' Retreat, Catholic Scouting events, confirmation retreats, and other office-sponsored initiatives.
• Act as the central contact and coordinator for all event-related logistics, including communication with vendors, speakers, musicians, clergy, venues, retreat centers, and volunteers, with final approval from the director.
• Develop, manage, and oversee event timelines, calendars, run-of-show documents, task lists, and logistical plans to ensure all deadlines and requirements are met.
• Manage event registrations, participant tracking, attendance records, databases, and post-event communications and follow-up.
• Maintain and manage databases of vendors, speakers, musicians, and service providers, and cultivate professional working relationships to support ongoing and future events.
• Coordinate all pre-event, on-site, and post-event logistics, including space reservations, room setups, audiovisual needs, meals, transportation, accessibility, and volunteer coordination.
• Assist with event budgeting and financial administration by gathering cost estimates, tracking expenses, preparing invoices, and submitting documentation as directed.
• Serve as the primary events and logistics point person for University Apostolate initiatives, supporting the Director in coordinating semester-based and ongoing gatherings, retreats, trainings, and events for campus ministers, student leaders, and university communities within the Archdiocese of New York.
• Coordinate the logistical planning and execution of semester-based gatherings and events for campus ministers and student leaders, supporting initiatives developed by the office.
• Manage logistical planning for University Apostolate events, including registration management, venue coordination, scheduling, vendor communication, volunteer support, and post-event follow-up, ensuring alignment with the mission and vision of the office.
• Collaborate with the Director, Associate Director, administrative assistant and other office associates to ensure coordinated planning, communication, and execution of initiatives in support of youth ministry, young adult ministry, and the University Apostolate.
• Assist the Associate Director with the transportation, loading and unloading, setup, breakdown, safeguarding, return, and storage of event equipment and supplies.
• Under the direction of the Associate Director, serve as the day-to-day logistical point person for event equipment and supplies.
• Coordinate with the Associate Director and other team members to ensure equipment and supplies are prepared, transported, accounted for, and returned appropriately.
• Transport ordinary event equipment and supplies using their own vehicle for Office-sponsored events and retreats.
• Take reasonable care of Office equipment while it is in their possession.
• Use the…