The New York Climate Exchange (The Exchange) is a new not-for-profit climate solutions center designed to build community, foster collaboration, advance climate knowledge, and empower marginalized communities through cross-disciplinary networking, impactful programming, and cutting-edge facilities. While The Exchange will have a physical presence on Governors Island, its spirit and influence will extend beyond the Island into New York City and across the country and world. Our diverse coalition of partners—committed and prepared to collectively disrupt the status quo—incorporates local and global perspectives on climate change from academia, the private sector, and community-level organizations. As the first of its kind, The Exchange will unlock integrated and scalable approaches to sustainability, ultimately serving as a global model for sustainable positive change.

The New York Climate Exchange (“The Exchange”) seeks to recruit an Events Associate to support the planning and deliver of events aimed at engaging the public and key decisionmakers on climate-related issues.

Basic Description

Reporting to the Director of Finance and Administration, the Events Associate will manage the planning and execution of events hosted by The New York Climate Exchange and its partners. This includes coordinating logistics, processes, deadlines, and budgets for events and programs such as project and program meetings, publication launches, workshops, and trainings, among others. This position will be responsible for overall event productions including advising on best practices, program/agenda development, identifying and contacting a wide range of national and international speakers, incorporating multi-media technology, as well overseeing logistical arrangements including investigating venues, service providers, and vendors to support planning recommendations.

Working in tandem with colleagues from the communications and project management departments, and in coordination with The Exchange programming team and partners, the Events Associate will manage processes and write, edit, and consult in the design of event-related publications, email newsletters, and websites. Additional responsibilities include expanding and maintaining events web pages and newsletters, updating the online calendar, and organizing event video production and archives. This position implements new marketing techniques to build audience size and depth and improve messaging, branding, and positioning.

The Events Associate will also help to facilitate new strategic partnerships and strengthen institutional prestige. Additional responsibilities could include general administrative tasks such as updating documents and databases, and occasional oversight of interns, volunteers, and event staff. This position performs all other duties, as assigned by Director of Finance and Administration.

Salary and Benefits

Salary for the Events Associate is between $70,000-$90,000 per year. The position includes eligibility for generous health and retirement benefits, and paid time off/sick leave.

Salary will be set based on a variety of factors, including but not limited to qualifications, experience, education, licenses, and specialized training. The above hiring range represents The Exchange’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

Characteristic Duties And Responsibilities

Event Planning (80%)

Manages the planning of events, organizing the agenda and calendar, coordinating with different departments, Exchange partner organizations, and managing expectations of senior leadership. Oversees logistics and execution of Exchange and affiliate events. Updates the online event calendar and email newsletter.

Serves as an institutional liaison using tact and discretion in dealing with a wide range of constituents to develop event programming. Identifies, recruits, and facilitates communication with high profile speakers. Works to identify opportunities to showcase Exchange partner experts and exhibit their research to the public.

Writes, edits, helps design, and oversees publishing of conference- and event-related materials, including websites, programs, name tags, table tents, posters, invitations, etc. Maintains event-related design deadlines system to keep projects on track. Works closely with communications staff to manage media for conferences and events.

Maintains events financial management systems; working with leadership, oversees project budgets, develops reports, economizes spending, reconciles budgets and provides project estimates. Manages vendors; contracts services and negotiates related fees.

General Administrative Support (10%)

Supports general event promotion, email production, and administrative systems.

Aids in updating The Exchange’s databases of contacts. This will include maintaining list serves and working closely with the Administrative and Communications teams to improve the current contact management system to create an integrated, robust contact management database to improve targeted communication campaigns and event solicitation.

Aids in financial systems management, supporting the initiation of vendor relationships, and the processing of invoices.

Assists the advancement team in event-related cultivation and solicitation strategies.

Other Duties (10%)

All other duties and responsibilities, as deemed appropriate by Director of Finance and Administration.

Qualifications

Bachelor’s Degree and four to six years of experience organizing events (could include paid or volunteer experience)
Excellent written and oral communication skills.
Exceptional interpersonal skills and demonstrated use of tact and discretion in dealing with a wide range of internal and external constituents required
Ability to identify, manage and implement diverse and multiple tasks related to marketing and events
Interest in the mission of The Exchange
Experience minimizing the environmental impact of events and proven track record of working with vendors to reduce single-use plastic, food waste, etc.
Experience in an academic or non-profit setting preferred
Experience with contact management systems preferred (e.g. MailChimp, Insightly)
Must be able to work in a fast-paced environment with shifting priorities and large-scale (1,000+ participant) events
Must be available some early mornings, evenings, and weekends to work events.

New York Climate Exchange Staff Core Competencies

Develops and implements solutions that show understanding of how partners and/or own work achieves results that are financially, environmentally, and socially sustainable
Shares new insights based on in-depth understanding of clients/partners and recommends solutions for current and future needs of clients/partners
Initiates collaboration across boundaries and broadly across The Exchange, partner organizations, and other relevant institutions
Makes choices and sets priorities with The New York Climate Exchange corporate perspective in mind
Helps others to understand problems, partner and client needs, and the underlying context
Recognizes the value of diverse perspectives and lived experiences and applies a critical lens to systemic sources of bias and discrimination
Applies critical thinking and seeks input and experience from others to recommend a course of action consistent with The Exchange’s strategy
Evaluates risk and anticipates the short- and long-term implications of decisions.Commits to a decision and acts once it has been reached

Preferred consideration will be given to applications received no later than June 21, 2024.

The New York Climate Exchange provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, height, weight, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Note: Research indicates that men tend to apply for jobs when they meet just 60% of the criteria, while women and people from other marginalized groups only apply if they are a 100% match. If you are passionate about our mission and think you have what it takes to be successful in this role even if you don’t check all the boxes, please apply. We’d appreciate the opportunity to consider your application.

Note: You must be able to work in the United States as The Exchange does not yet have visa-sponsoring capabilities.

You must be able to work in the United States as The Exchange does not yet have visa-sponsoring capabilities.

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