Events and Retreats Associate

Job Description

Overview/Purpose:

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.

Reports to: Director for Youth Ministry, Young Adult Ministry & the University Apostolate

Work Location: 488 Madison Avenue, New York, NY 10022

Responsibilities:

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 at St. Patrick'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 Office-provided rolling utility cart when appropriate for transporting equipment and supplies.

Other related duties as assigned.

Physical Requirements:

Ability to occasionally move and transport event equipment and supplies weighing up to approximately 35 pounds.

These responsibilities are occasional and connected to events and retreats rather than daily physical-handling responsibilities.

A rolling utility cart is provided for transporting equipment and supplies, and team members assist with loading, unloading, and setup as appropriate.

Travel Requirement:

Ability to travel throughout the Archdiocese of New York to parishes, retreat sites, universities, and other event locations as required, using their own motor vehicle.

Driver and Vehicle Requirement:

Possess and maintain a valid driver's license in good standing, with no points or restrictions.

Possess and maintain their own reliable, properly registered, and insured motor vehicle for required travel and transportation of event equipment and supplies.

Education, Experience, and Skills:

Minimum of a Bachelor's Degree.

Committed to living and able to articulate the teachings of the Catholic Church.

Familiarity with Catholic liturgical, pastoral, and event contexts.

Ability to attend evening or weekend events as required.

Demonstrated experience coordinating ministry events, retreats, conferences, or large-scale gatherings.

Strong organizational and time-management skills, with the ability to manage multiple projects, timelines, and deadlines simultaneously.

Experience managing event registrations, participant tracking, databases, spreadsheets, and digital planning tools.

Ability to communicate professionally with clergy, vendors, speakers, musicians, volunteers, and ministry leaders.

Excellent verbal and written communication skills and attention to detail

About the Employer

Our mission at the Archdiocese of New York is to live and proclaim the Gospel of Jesus Christ-responding to the spiritual and material needs of people in our local communities and throughout the world, today and in the future.