Strategic Operations Coordinator – Communications

Second Day; New York (NY); On-site; USD 85,000 - 90,000; Full time

Benefits offered by this job

Health insurance

Retirement contributions

Paid time off

Job summary

The Andrew Carnegie Foundation is seeking an Operations Coordinator reporting to the Chief Communications Officer. The role combines administrative, budget, and operational support to a twelve-member Communications team and will serve as executive assistant to the CCO.

A background in communications or journalism is preferable, with strong Excel and Microsoft Office skills required. The ideal candidate thrives in a fast-paced environment, manages multiple priorities, and helps the department

Qualifications

• 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 the Microsoft Office environment, including Excel and other cloud-based applications such as SharePoint and OneDrive.
• Discretion, initiative, flexibility, and strong judgment; ability to work well with colleagues across the foundation.
• Experience with contract management and/or accounting preferred.
• Employer-paid health insurance, including medical, dental, life, and short-term disability, plus retirement plan contributions and generous PTO.

Responsibilities

• Manage the CCO’s calendar; schedule meetings, department gatherings, and retreats.
• Oversee meeting agendas, audiovisual requirements, catering, and guest registration; process travel and expenses for the CCO.
• Confirm receipt of requests; set deadlines; provide updates on to-do items; inform CCO of delays.
• Monitor and maintain the department budget; track expenditures; prepare monthly reports; input expenses; reconcile with Finance.
• Oversee contracting; draft agreements with vendors; manage approvals; close out contracts; monitor invoices.
• Set up and maintain admin systems; learn best practices; solve day-to-day operational problems.
• Assist with organizing department events; Lunch and Learns; staff photo sessions.
• Manage departmental files, publications, inventory; order business cards; maintain subscription databases.
• Coordinate with printer/mailing house; manage address lists and inventory.

Skills

Administrative experience

Attention to detail

Organizational skills

Written and verbal communication

Discretion and judgment

Contract management

Education

Undergraduate degree

Tools

Excel

SharePoint

OneDrive

Job description

The Andrew Carnegie Foundation is seeking an Operations Coordinator reporting to the Chief Communications Officer. The role combines administrative, budget, and operational support to a twelve-member Communications team and will serve as executive assistant to the CCO.

A background in communications or journalism is preferable, with strong Excel and Microsoft Office skills required. The ideal candidate thrives in a fast-paced environment, manages multiple priorities, and helps the department