Event Support Coordinator

POSITION DETAILS

The CUNY Office of Communications and Marketing (OCM) works in partnership with the University’s academic and administrative offices and the 26 colleges to promote CUNY’s unique mission and transformative role as an engine of social mobility. The office includes eight divisions:
Communications, Creative, Marketing, Social Media, Multimedia, University Events, CUNY TV and Citizenship Now! Together, the teams manage all aspects of press and public relations, editorial content, art design, publishing, social media, advertisement, web development, TV, video and podcast production to tell the story of the premier urban public university in the United States.

The Office of University Events under the Office of Communications and Marketing at The City University of New York develops and implements conferences, receptions, programs, services, and University-wide special events, including opportunities for public and private sector organizations to work with our university community in meeting shared goals.

Reporting to the University Director of Events, the Event Support Coordinator will support the planning and execution of high-level University events, including conferences, receptions, and gatherings for distinguished leaders, faculty, staff, and students. The incumbent will also support the University’s event platform and web conferencing tools to deliver seamless virtual, hybrid, and in-person events.

• Assist the event office team with logistics and program planning for all in-person, virtual and hybrid events.
• Support the events team with overall strategic planning, coordination and implementation of event initiatives.
• Assist with event setup, breakdown, and on-site coordination.
• Assist with the planning and organizing of events, including logistics, schedules, and on-site management.
• Provide technical support for audiovisual equipment, livestream platforms, and presentation materials.
• Manage attendee check-in, registration systems, and customer service inquiries.
• Support post-event tasks including data entry, feedback collection, and reporting.
• Prepare and manage guest lists, invitations, and arrangements for featured guests and speakers.
• Collaborate with various internal and external teams (communication, marketing, building and ground, facilities, public safety, vendors, etc.) to ensure the event's objectives are met.
• Participate in special projects as needed.

Until further notice, this position is eligible for a hybrid work schedule.

• Minimum:
  Bachelor’s Degree required.
• Ability to lift and move event equipment as needed (typically 20–40 lbs).
• Must be able to attend events in person, whether on weekdays, evenings, or weekends; ability and availability to travel across New York City.

• Strong writing, editing, reporting, and presentation skills.
• Experience in higher education; the ideal candidate will have work experience within a college or university setting.
• Experience with presentation software:
  PowerPoint, Keynote, Google Slides.
• Familiarity with virtual or hybrid event apps.
• Strong interpersonal and organizational skills, critical thinking, and problem solving; decisive and flexible; solid judgment; strong problem‑solving skills to address unexpected challenges during event execution.
• Maintain strong communication with stakeholders to keep them updated on event progress.
• Computer proficiency using administrative and financial systems/programs, MS Office Suite, SharePoint, Dropbox; demonstrated experience with virtual conferencing and collaboration tools (MS Teams, Zoom).
• Basic technical troubleshooting skills (A/V equipment, conferencing tools, laptops/tablets).
• Experience with event management or office software (e.g., Swoogo, Eventbrite, Cvent, Zoom, Microsoft Office).

• Assists in planning, preparing for, and executing special events of various kinds.
• Assists in logistical and program planning for seminars, conferences, and special events.
• Represents unit to internal and external organizations and vendors, handling many inquiries independently.
• Organizes correspondence, accounts, contracts, and billing for all…