Administrative Coordinator (Deputy Programs Officer Support)

Harlem Childrens Zone•New York, NY

3d•Onsite

About The Position

The Administrative Coordinator provides high-level administrative, operational, and project coordination support to the Deputy Program Officer. The role manages day-to-day administrative functions while coordinating 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 efficiently from planning to execution. The role calls for a highly organized, proactive, detail-oriented person who can manage multiple priorities and stakeholders, exercise sound judgment and discretion, anticipate needs, establish structure, and independently advance assigned work. The position is in person Monday through Friday and requires availability for flexible hours, including after-hours, weekends, summer, and holidays as needed. The salary range is $60,000–$70,000 per year.

Requirements

Bachelor’s degree preferred, or an equivalent combination of education and relevant experience.
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.
Demonstrated 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.

Nice To Haves

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, maintaining awareness of 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 organized files, records, calendars, trackers, and administrative systems, and coordinate incoming and outgoing requests for information, documents, meetings, and materials.
Handle confidential and sensitive information with discretion and identify and implement improvements to administrative workflows and systems.
Coordinate recurring leadership meetings and convenings, including scheduling, space, technology, catering, materials, and participant communications.
Develop agendas; coordinate preparation and distribution of meeting materials and pre-reads; document decisions, action items, owners, and deadlines; and track follow-up.
Anticipate meeting needs and ensure the Deputy and participants are prepared.
Coordinate assigned strategic and operational projects and initiatives, maintaining project plans, trackers, workback schedules, milestones, and deliverables.
Coordinate project meetings, workgroups, stakeholder sessions, and check-ins; monitor deadlines, dependencies, decisions, and barriers; and follow up with project 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, and day-of logistics with internal and external stakeholders.
Track event-related 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 for key initiatives.
Coordinate information and materials across departments within the Deputy’s portfolio and facilitate communication among the Deputy, Managing Directors, department leaders, and cross-functional partners.
Monitor commitments and follow up with stakeholders to support accountability and completion.
Strengthen systems and practices that improve coordination, communication, and efficiency across the portfolio.
Perform additional duties and special assignments as needed.