Growth & Engagement Operations Coordinator

Apollo Theater Foundation, Inc.•New York, NY

1d•$60,000 - $68,000•Hybrid

About The Position

The Apollo Theater is a vibrant non-profit organization rooted in the Harlem community that engages people from around New York, the nation, and the world. Since 1934, The Apollo has celebrated, created, and presented work that centers Black artists and voices from across the African Diaspora. It has also been a catalyst for social and civic advocacy. Today, The Apollo is the largest performing arts institution committed to Black culture and creativity. We are seeking a highly organized, proactive, and detail-oriented Operations Coordinator. This role serves as the administrative backbone for our Growth & Engagement department. This is an exciting opportunity for a passionate, motivated professional interested in advancing their career in marketing, communications, events and operations. The successful candidate will act as the connective tissue ensuring that our creative and strategic visions are backed by flawless execution, rigorous budget tracking, and seamless logistics.

Requirements

Minimum of 2 years of direct experience in administration, event coordination, or project management.
Proficiency in Microsoft Office/Google Suite, experience with project management tools (e.g. Asana, Monday), and familiarity with CRM software (e.g. HubSpot).
Comfortable with basic bookkeeping, working with operational budgets, and expense tracking.
Ability to communicate clearly, concisely, and professionally—both verbally and in writing—while maintaining strong interpersonal skills.
A growth mindset and a habit of curiosity, paired with a "no task too small" attitude and the ability to remain calm in a fast-paced, high-pressure environment.

Nice To Haves

Experience in event operations is a plus.

Responsibilities

Act as the primary tracker for departmental spends and update budget sheets in real-time to ensure the teams remain within fiscal targets.
Manage the end-to-end accounts payable workflow, collect vendor W-9s, code invoices, and ensure timely payment through the Finance department.
Coordinate the signing and filing of vendor agreements, and institutional contracts while ensuring all internal stakeholders have access to executed documents.
Lead research and booking for staff and talent travel, including flights, ground transportation, and hotel blocks, and create detailed itineraries for guests.
Support in-person cultivation and fundraising events, and assist in the operational logistics for major initiatives, such as the upcoming grand reopening phases of the Apollo's Historic Theater and Sound Stage spaces.
Manage RSVP lists, credentialing, and shipping/receiving of event materials such as signage and gift bags.
Maintain a database of preferred vendors and assist in sourcing new partners for catering, rentals, and production needs.
Schedule high-stakes meetings with donors, partners, and internal leadership, prepare agendas, and take concise, actionable minutes.
Draft and manage individual giving correspondence, including letters, invitations, eblasts, reports, and acknowledgments.
Prepare early drafts of presentations and deliverables based on existing templates and best practices.
Assist the Growth team in maintaining clean data within CRM and work plan tools, ensuring all partner interactions and leads are documented.