Executive Coordinator (PNY)

Philanthropy New York; New York (NY); On-site; USD 52,000 - 57,000; Full time

Job summary

Philanthropy New York is seeking an Executive Coordinator to provide direct support to the President and coordinate day-to-day activities of the Executive Office. You will collaborate with membership, learning and policy/communications teams to manage organization-wide projects and maintain confidentiality.

The ideal candidate brings strong project management, excellent communications, and a customer-service oriented mindset, with the ability to multitask and work calmly under pressure in a

Qualifications

• Minimum 2 years of related professional experience.
• Experience supporting a President or Board is a plus.
• Bachelor’s degree or equivalent education.
• Commitment to confidentiality and working with diverse stakeholders.

Responsibilities

• Provide direct support to the President and coordinate day-to-day activities of the Executive Office.
• Collaborate with departments (membership, learning and policy/communications) on organization-wide projects.
• Coordinate calendars, travel and correspondence for the President and committees.
• Prepare agendas, minutes, reports and materials for board meetings.
• Support quarterly membership check-ins and event logistics for networks and gatherings.

Skills

Project management

Administrative skills

Verbal communication

Written communication

Confidentiality

Diversity equity

Multitasking

Databases/Excel

Education

Bachelor’s degree or equivalent

Tools

Outlook

Excel

Databases

Job description

Philanthropy New York is a nonprofit membership association of more than 280 foundations and corporate giving programs based in the New York metropolitan region. Philanthropy New York supports and strengthens the foundation sector’s practice of effective philanthropy for the public good. We do this primarily by providing our members with knowledge and resources that facilitate strategic, collaborative grantmaking. For more information on our work and a preview of our learning calendar, please visit www.philanthropynewyork.org.

The Office of the President is responsible for all of Philanthropy New York’s external facing member relationship management activities as well as the management and coordination of Philanthropy New York’s board governance activities.

Summary of Responsibilities:

The Executive Coordinator provides direct support to the President and plays a key role in the coordination of the day-to-day activities of the Executive Office. The Executive Coordinator also works closely in collaboration with each department (membership, learning and policy/communications), assisting with planning and managing organization-wide projects. The ideal candidate has a pleasant demeanor, strong respect for confidentiality, a collaborative spirit and a customer-service oriented attitude. Essential skills include excellent project management competencies, strong verbal communications and proofreading skills, database and technological savvy, a love of multitasking, and the ability to maintain calm under pressure.

The Executive Coordinator is responsible for the following day-to-day activities, among others:

Project and Administrative Management

• Provide support to the President in all administrative and project management needs, including:
  • Manage key functions of the President’s office, including scheduling appointments and calendar management, coordinating travel arrangements, expense reporting, and filing
  • Ensure that the President is prepared for and has all necessary information and documents to support successful appointments and upcoming deadlines
  • Draft and distribute correspondence to members and affiliates
  • Liaise with other departments and committees to accomplish special projects on behalf of the President

Coordination of the Board of Directors

• Provide support to the Board of the Directors, the Executive and Governance Committees, and other governing bodies, including:
  • Manage calendars and scheduling for board and committee meetings and other activities
• Prepare board and committee agendas and meeting materials; preparing minutes and reports
• Provide logistical support ahead of, during, and after each meeting
• Manage timely updates to database and website
• Coordinate and curate all materials for the annual board orientation for new board members
• Organize an annual gathering for alumni of the PNY Board

Support of Membership Efforts and Professional Networks

• Provide support to membership driven networks and collaboratives, especially the Philanthropic Administrative Coordinators Network (PACNET), including:
  • Supporting the development of program content and prepping presenters for quarterly programs/meetings
  • Coordinating event preparation, research, and logistics
  • Developing and supporting voluntary network leadership
• Collaborate with Member Services to tailor knowledge management services to better serve the needs of the Executive Office, including:
  • coordinating quarterly membership check-ins to chart progress on member engagement
  • conducting outreach to member foundations to ensure the President has a robust schedule of meetings
  • generating reports on the President’s engagement with members and peers
• Manage a bi-annual Trustee gathering, including overseeing the invitations, RSVP’s, coordination of the event location and support for speakers/presenters
• Support quarterly gatherings of CEO’s from member foundations including scheduling meetings, securing locations and sending reminders to those registered
• Other duties as assigned, including assisting co-workers in programming, facilitation, and administrative tasks as needed

Skills and Knowledge:

• Outstanding administrative and project management skills, with high level of attention to accuracy, detail, and organization. The ability to develop timelines and execute on time is critical.
• Demonstrated sound judgment, ability to maintain confidentiality, and the ability to manage a diverse
• Exceptional verbal and written communication
• Commitment to personal growth and development on issues of racial equity and diversity
• The ability to work with diverse constituencies, maintain diplomacy, and negotiate successfully is
• Strong problem solving and analytical
• A desire to work collaboratively across teams and manage multiple
• Excellent computer/technology skills (Databases, Outlook and Excel).

Qualifications and Experience:

• At least 2+ years of related professional experience
• Experience managing activities on behalf of a Board of Directors is a plus
• A four-year bachelor’s degree or equivalent education and professional experience will be considered

Salary range: $52,000 - $57,000 depending on experience.

Philanthropy New York is committed to creating a more equitable workplace. We value diversity and are dedicated to the recruitment, inclusion and retention of individuals of diverse backgrounds, sex, race, religion, gender preference and sexual orientation.