Executive Operations Coordinator for Communications

Andrew Carnegie Foundation; New York (NY); On-site; USD 85,000 - 90,000; Full time

Job summary

The Andrew Carnegie Foundation is seeking an Operations Coordinator reporting to the Chief Communications Officer. The ideal candidate will be a versatile troubleshooter who thrives in a fast-paced environment, coordinates calendars, budgets, and executive support for a twelve-person Communications team.

A background in communications and/or journalism is preferred, with strong Microsoft Office skills, especially Excel. This role emphasizes process improvement and efficient operations.

Qualifications

• Undergraduate degree or at least five years of administrative experience.
• Meticulous attention to detail and accuracy.
• Excellent organizational, writing, and oral communication skills.
• Fluency with Microsoft Office, Excel, SharePoint and OneDrive.
• Discretion, initiative, flexibility, and sound judgment.
• Experience with contract management and/or accounting preferred.
• Employer-paid health insurance and retirement plan contributions.

Responsibilities

• Manage the CCO’s calendar, meetings, including department gatherings and retreats.
• Oversee meeting agendas, audiovisual requirements, catering, and guest registration; process travel and expenses for the CCO.
• Monitor the department budget; prepare monthly spending reports and reconcile expenses.
• Oversee contracting with vendors and independent contractors; manage approvals and payments.
• Set up and maintain department systems; organize events and manage publications and inventory.
• Maintain subscription databases for publications and assist with mailing lists.

Skills

Excel

Organizational skills

Written and verbal communication

Microsoft Office

Education

Undergraduate degree or five years administrative experience

Tools

SharePoint

OneDrive

Finance software

Job description

The Andrew Carnegie Foundation is seeking an Operations Coordinator reporting to the Chief Communications Officer. The ideal candidate will be a versatile troubleshooter who thrives in a fast-paced environment, coordinates calendars, budgets, and executive support for a twelve-person Communications team.

A background in communications and/or journalism is preferred, with strong Microsoft Office skills, especially Excel. This role emphasizes process improvement and efficient operations.