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Review Vacancy

Date Posted 11/10/17

Applications Due11/24/17

Vacancy ID45223

AgencyGeneral Services, Office of

TitlePromotion and Public Affairs Agent

Occupational CategoryOther Professional Careers

Salary GradeNS

Bargaining UnitPS&T - Professional, Scientific, and Technical (PEF)

Salary RangeFrom $0 to $0 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Exempt Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5


From 8 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? Yes

Compressed workweek allowed? No

Telecommuting allowed? No

County Albany

Street Address Nelson A. Rockefeller Empire State Plaza

City Albany


Zip Code12242

Minimum Qualifications A Bachelor's degree in Business, Marketing, Food Service Management, or related field and at least 5 years of experience in the hospitality industry as an event coordinator, marketing professional, or sales manager. Experience must include scheduling multi-event facility usage, coordinating equipment and support services, and direct public contact.

In addition, the preferred candidate should possess the following knowledge, skills, and abilities:
• Knowledge of event industry and trends.
• Experience with event logistics and event planning.
• Outstanding customer service skills.
• Motivated and persistent in sales and customer relations.
• Ability to maintain client confidentiality.
• Strong verbal and written communications skills. Ability to deliver positive event experiences to clients through efficient use of OGS resources and departmental communications.
• Skilled at building long-term relationships. Ideal candidate would have ability to generate business and increase customers through networking events, leads, tradeshows, and established contacts.
• Exceptional organizational skills; Ability to meet deadlines in a fast-paced, multi-tasking office environment.

Duties Description Under the supervision of the Convention Center Manager, the Event Coordinator will facilitate use of Empire State Plaza for a wide range of programs and events. The Coordinator serves as the primary contact for potential and existing clients wishing to hold meetings, conferences, conventions, trade shows, and/or banquets at the facility and performs administrative and operational tasks as related to successful event planning and presentation. The Coordinator will also act as the on-site manager for all assigned events and will be expected to manage staff including event staff, vendors, and facility operations.

Specific duties include, but are not limited to the following:

Facilitate use of the Empire State Plaza Convention Center for individual, private, public, and not-for-profit sector clients wishing to hold meetings, conferences, conventions, trade shows, banquets, etc. The coordinator will network on behalf of the Empire State Plaza and cultivate relationships with both current and potential clients.

Work with the events team and the client to plan a wide range of programs and events; ascertain date availability, nature and magnitude of desired functions, rooms and space needed, setup and technical requirements, load in and load out procedures, catering, and other relevant operational details.

Interface with various support departments regarding event logistics including food services, custodial, parking, and security requirements.

Act as liaison with clients and outside vendors such as caterers and decorating companies when programs involve pipe and drape, booths, and/or trade show and decorating equipment delivery, set-up, storage, and removal.

Act as on-site manager for all assigned events, including evening and weekend programs as needed. The role will consist of managing event staff, tech, and labor, in addition to vendors, security, food services, custodial, and facility operations. Ability to problem solve in a diplomatic fashion is key.

Assist with administrative and financial tasks required for the planning and execution of assigned events including, but not limited to, writing and sending proposals, budgets, event program sheets, contracts and invoices, and additional correspondence to clients and staff necessary to ensure successful execution of each event.

Maintain the client database; enter and update information as directed. Develop and distribute reports generated by event booking software.

Research marketing opportunities for the Convention Center portfolio of events. Assist with the creation and implementation of sales and marketing plans established by the Convention Center team.

Perform additional miscellaneous and operational supports tasks as required.

Additional Comments The position is located in Albany, NY, and requires the ability to work a flexible schedule that may include evening, weekend, and holiday hours. Overtime, as may be required, is mandatory. Salary will be commensurate with experience.

The position will offer the selected candidate an opportunity to join an inspired, high-energy leadership team and guide operational transformation. The position includes an extensive benefits package including paid leave, excellent health, dental, vision and retirement benefits.

Some positions may require additional credentials or a background check to verify your identity.

Name Daniel J. Cunningham, Deputy Commissioner, Administration and Operations

Telephone 518-474-3899

Fax 518-474-1631

Email Address


Street NYS Office of General Services

41st Floor, Corning Tower, Empire State Plaza

City Albany

State NY

Zip Code 12242


Notes on ApplyingPlease submit cover letter along with a clear and concise resume detailing how you meet the minimum qualifications for this position as listed in Specifics and reference "Event Coordinator" in your application.

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