Administrative Coordinator (Deputy Programs Officer Support)

Harlem Children's Zone•New York, NY

4d•$60,000 - $70,000•Onsite

About The Position

The Administrative Coordinator provides high-level administrative, operational, and project coordination support to the Deputy Program Officer. The role manages the Deputy Program Officer’s day-to-day administrative functions and coordinates meetings, projects, events, and special initiatives across the Deputy’s portfolio. It serves as a coordination point among the Deputy Program Officer, Managing Directors, department leaders, cross-functional partners, and other stakeholders. The Coordinator maintains systems for scheduling, communication, project tracking, meeting management, and follow-through so priorities move from planning to execution. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple priorities and stakeholders. The role requires sound judgment, discretion, strong communication, and the ability to anticipate needs, establish structure, and independently advance assigned work. This is an in-person, Monday–Friday position with flexible hours as needed, including after-hours, weekends, summer, and holidays. The salary range is $60,000–$70,000 per year.

Requirements

3–5 years of experience in administrative coordination, project coordination, program operations, executive-level support, or a related field.
Demonstrated ability to manage complex calendars, meetings, projects, events, and competing deadlines.
Strong organizational, project coordination, written, and verbal communication skills.
Excellent attention to detail, judgment, discretion, and follow-through.
Initiative and ability to anticipate needs and independently advance assigned work.
Ability to prioritize and adapt in a fast-paced, changing environment.
Strong interpersonal skills and ability to influence and coordinate stakeholders without direct authority.
Proficiency with Microsoft Office and Google Workspace.
Availability for flexible hours, including after-hours, weekends, summer, and holidays as needed.

Nice To Haves

Bachelor’s degree preferred, or equivalent combination of education and relevant experience.
Experience supporting senior leaders and coordinating across multiple teams or stakeholders.
Experience with project management, purchasing, CRM, data management, or related organizational systems.

Responsibilities

Manage the Deputy Program Officer’s calendar, scheduling, priorities, and meeting logistics, while tracking key priorities, deadlines, and commitments.
Coordinate travel, purchasing, expenses, registrations, supplies, and related administrative processes.
Prepare and organize correspondence, presentations, reports, briefing materials, and other documents; maintain files, records, calendars, trackers, and administrative systems.
Coordinate incoming and outgoing requests for information, documents, meetings, and materials, handling confidential information with discretion.
Identify and implement improvements to administrative workflows and systems.
Coordinate recurring leadership meetings and convenings, including scheduling, space, technology, catering, materials, participant communications, agendas, and pre-reads.
Document meeting decisions, action items, owners, and deadlines; track follow-up and prepare the Deputy and participants for upcoming meetings.
Coordinate strategic and operational projects, maintaining project plans, trackers, workback schedules, milestones, and deliverables.
Coordinate project meetings, workgroups, stakeholder sessions, and check-ins; monitor deadlines, dependencies, decisions, and barriers; follow up with owners and escalate risks or delays as appropriate.
Gather and synthesize information to support planning and decision-making.
Coordinate leadership retreats, professional development, staff convenings, planning sessions, and special events from planning through execution.
Manage event timelines and coordinate venues, vendors, catering, technology, materials, invitations, RSVPs, day-of logistics, budgets, purchasing, contracts, deadlines, and follow-up.
Support special initiatives and organizational priorities assigned to the Deputy’s office.
Maintain visibility into Program milestones, meetings, deadlines, priorities, and deliverables; develop and maintain trackers, dashboards, and status reports.
Coordinate information and materials across departments, facilitate communication among portfolio stakeholders, and follow up on commitments to support accountability and completion.
Strengthen coordination, communication, and efficiency across the portfolio, and perform additional duties and special assignments as needed.