Operations Coordinator, Communications

Carnegie Corporation•New York, NY

3d•$85,000 - $90,000

About The Position

The Andrew Carnegie Foundation seeks an Operations Coordinator to provide administrative, budget, and operational support to its 12-member Communications team and serve as executive assistant to the Chief Communications Officer (CCO). Reporting to the CCO, the coordinator will help the department operate efficiently and achieve greater impact. The role calls for initiative, sound problem-solving, strong collaboration, and the ability to manage several priorities and meet deadlines in a fast-paced environment. A communications or journalism background is preferred, and strong Microsoft Office skills, especially Excel, are required.

Requirements

Undergraduate degree or at least five years of administrative or similar experience.
Meticulous attention to detail and accuracy.
Excellent organizational, writing, and oral communication skills.
Fluency with Microsoft Office, including Excel, and cloud-based applications such as SharePoint and OneDrive.
Discretion, initiative, flexibility, and strong judgment.
Ability to work well with colleagues across the foundation.

Nice To Haves

Background in communications and/or journalism.
Experience with contract management and/or accounting.

Responsibilities

Manage the CCO’s calendar and schedule meetings, department gatherings, and retreats.
Oversee meeting agendas, audiovisual requirements, catering, and guest registration in the building security system; process the CCO’s travel and expenses.
Acknowledge CCO requests promptly, set and meet deadlines, provide routine updates on tasks, and flag delays or workflow challenges.
Perform miscellaneous duties as required.
Monitor and maintain the department budget, track expenditures, and prepare monthly spending reports for the CCO.
Coordinate with the CCO, Communications team, and Finance department to enter department expenses and reconcile finance reports.
Support vendor and independent-contractor agreements, manage approvals and legal signoffs, close completed contracts, and monitor invoices and payments.
Establish and maintain departmental administrative systems for scheduling, filing, and request tracking; adopt best practices and solve day-to-day operational problems.
Help organize Communications department events, including Lunch and Learns and staff photo sessions.
Manage departmental digital files, printed publications, Carnegie-branded items, and related inventory; assist with projects such as ordering business cards.
Work with the printer and mailing house to maintain the Carnegie Reporter subscription database and other print-publication records, organize and update address lists, and track inventory.