Associate Director of Advance - New York State Executive Chamber : Job Details

Associate Director of Advance

NYS Executive Chamber

Salary: $100,000-$110,000

Location: New York, NY

Job Description:

Serving in the Executive Chamber of the Office of Governor Kathy Hochul, the Associate Director of Advance is a hands-on leader responsible for managing the on-the-ground execution of the Governor's public engagements. This role requires expertise in operational oversight, real-time problem solving, and staff management to ensure flawless event production and execution. In this position, you will be working closely with cross-functional teams and external partners and ensuring that each event is aligned with the Governor's strategic objectives, enhances public perception, and runs smoothly from start to finish.

Strategic Event Management:

• Track and manage vendor orders, ensuring all logistical needs for Governor events are met on time and within budget.
• Represent the Advance team in high-level event planning calls, coordinating with internal departments for seamless event execution.
• Conduct pre-event walkthroughs, ensuring all logistics, messaging, and production align with the Governor's strategic objectives.
• Lead the project management of the Governor's participation at external events, ensuring communications, speechwriting, and policy teams have the necessary information and timelines for deliverables are met.
• Provide strategic input to event planning, aligning public appearances with broader policy and communication goals.

On-the-Ground Event Execution and Staff Management:

• Oversee all logistics on the day of the event, managing teams on the ground to ensure smooth and efficient execution.
• Act as the key decision-maker during events, solving real-time issues, adjusting, and ensuring all moving parts are synchronized.
• Supervise and manage on-site staff, contractors, and vendors to ensure that event logistics, timing, and execution meet the Executive Chamber's standards.
• Personally staff the Governor at public events, providing immediate support and ensuring flawless execution.

Real-Time Event Management:

• Provide live, up-to-the-minute briefings on event details and status to relevant teams, ensuring all aspects of the event are on track.
• Coordinate with scheduling, press, speechwriting, constituency, and intergovernmental teams as well as State Ops, Counsel to ensure all facets of the event are aligned with the Governor's messaging and goals.
• Draft personalized acknowledgment cards for external events, tailoring them to the Governor's preferences and the event's significance.

External Relations and Host Management:

• Manage relationships with external hosts, ensuring all logistical and operational needs are communicated and executed smoothly.
• Act as the primary point of contact for external stakeholders, ensuring their needs and expectations are fully met.

Press and Media Logistics:

• Oversee press logistics in collaboration with the Press Office to ensure media operations are smoothly integrated into event planning.

Minimum Qualifications:

• 4+ years of experience in government event execution and logistics coordination
• 1+ year of experience leading advance teams
• Proven ability to represent the Advance team during high-level planning calls and coordinate with internal departments to ensure seamless event execution
• Experience conducting pre-event walkthroughs to align logistics, messaging, and production with the Governor's strategic priorities
• Demonstrated skill in leading project management for the Governor's participation at external events, ensuring alignment and timely deliverables across communications, speechwriting, and policy teams
• Ability to provide strategic input that supports broader policy and communications goals through public appearances