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Events Administrative Coordinator

Full-Time
(2022-08-25)

About NYRR

New York Road Runners (NYRR) was founded in 1958 when a small group of passionate runners vowed to bring running to the people and has grown from a local running club into the world’s premier community running organization. NYRR’s mission is to help and inspire through running, aiming to empower people of all ages and abilities to improve their health and well-being through the power of running and fitness.

NYRR’s year-round offerings of races, community events, programs, and training resources provide hundreds of thousands of people with the motivation, know-how, and opportunities to start running and keep running for life. NYRR’s premier event, the famed TCS New York City Marathon, attracts the world’s top professional runners and committed amateurs alike, while also raising millions of dollars annually for charity and driving economic impact for New York City. NYRR is equally committed to the runners of tomorrow, passionately providing youth fitness programs that educate and inspire children in underserved communities in New York City, nationwide, and around the world.

Headquartered in New York City, NYRR is a 501(c)(3) organization. To learn more, please visit www.nyrr.org.

New York Road Runners is an Equal Opportunity Employer.

About the Department

The Event Development and Production department develops and produces NYRR events from concept all the way through execution in alignment with NYRR’s mission. The TCS New York City Marathon, United Airlines NYC Half and the Royal Bank of Canada Brooklyn Half are just a few of the 40+ adult events and 30+ Rising New York Road Runner youth events produced by the team each year. The team is responsible for core elements of the operations including physical site management, timing and scoring operations, volunteer management, hospitality and special events, safety and security, management of our warehouse and all race collateral, city and state agency relationship management, and permitting.

About the Position

The overall objective of the ED&P department is the successful planning and management of all NYRR event and production operations, from sound logistical and financial planning to safe and efficient execution, while working collaboratively across the organization to develop event models that result in furthering the overall mission of the organization. The Events Administrative Coordinator position will report to the Head of Events Operations, with the core responsibilities of supporting the business operations of the ED&P department. This includes assisting with departmental administration, projects & initiatives, and administrative support for the two Vice Presidents of the department. They will also proactively recommend and implement changes to day-to-day business operations for the department to ensure efficiency and enhanced communications. This role will support all areas of the Event Development and Production Department.

Job Responsibilities (primary and secondary duties):

Department Support

  • Manage meeting calendars and agendas for the Department; summarize and distribute meeting notes on a timely basis, follow-up on action items
  • Compile bi-weekly department status reports and manage all other departmental communications
  • Assist in implementation and tracking of Departmental goals
  • Coordinate departmental travel arrangements and expense reconciliation
  • Assist in implementation of department policies and procedures including Procurement, COI’s, etc.
  • Assist in key departmental projects and initiatives
  • Support other operational areas of the department, as needed

Administrative Support

  • Managing two Vice President’s daily calendars, coordinating, and confirming dates/times with internal and external contacts
  • Reconcile VP Amex and monthly expense reports
  • Maintain key files and documents

NYRR Event Support

  • Assist department with the execution of various in-person events – this will require you to be on-site at events located within the 5 boroughs and surrounding areas
  • Work with the team to compile operations manuals for marquee events
  • Assist with the permitting process for events
  • Work with cross departmental team to ensure partner deliverables, brand messaging, runner communications, organizational strategy, and budgets align with NYRR event properties
  • Support Race Director and Technical Director leading up to and on race day

Job Requirements:

Experience:

  • Minimum 3 years working in an administrative role; business operations experience preferred

Skills and Attributes:

  • Proficient in Microsoft Office Suite (Outlook, Power Point, Teams, Word, Excel)
    Strong attention to detail
  • Excellent written and verbal communication skills
  • Excellent organizational, time management, project management and administrative skills
  • Ability to effectively manage multiple projects and work under tight deadlines, strong attention to detail
  • Calm, cool, collected team player that maintains a positive attitude in a fast-paced environment
  • Top-notch Customer Service (internal and external), requiring the ability to handle all situations in a professional manner
  • Ability to exercise discretion, maintain confidentiality of sensitive information, and exhibit professionalism at all
  • Independent and driven, able to work in an office environment, on an event site or remotely, self-motivated, and innovative
  • Comfortable presenting to organizational senior management times

Physical Requirements

  • The position does require working events in an operational support role
  • Working weekend and some evenings supporting events staff: Some lifting, standing, etc. are required

To apply for this job email your details to recruitment@nyrr.org

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