The Coordinator of the President’s Office is a key member of a results-oriented team who will provide executive and administrative support to the President & CEO, the Chief of Staff and Vice President of Strategic Initiatives, and the Director of Research and Special Projects. This person will report to the Chief of Staff and Vice President of Strategic Initiatives.
The ideal candidate will possess strong written and verbal communication, administrative, and organizational skills, exercise good judgment in a variety of situations, and be able to handle a multitude of activities and confidential matters with discretion.
Summary of Essential Job Functions:
A successful Coordinator will assist the President’s Office with daily administrative duties and manage a broad variety of tasks, and will:
· Provide high-level support to the President and President’s Office focused on administration of the department and advancement of its program of work.
· Exercise judgment and discretion in managing the President’s active calendar and prioritizing her tasks, including handling complex scheduling and coordinating with internal and external offices to meet deadlines.
· Answer phone calls which could be of a sensitive and confidential nature and act as gatekeeper for the President and the President’s Office.
· Work with the Chief of Staff and Vice President of Strategic Initiatives and other senior managers on substantive preparation for meetings, including development and distribution of materials (agendas, presentations, handouts, minutes, etc.) and coordination with IT, Office Services, and other departments.
· Compose and prepare correspondence, documents, and presentations on behalf of the President’s Office.
· Track all scheduled communications from the President’s Office to the staff, prepare draft copy as necessary, and coordinate email timing with other staff-wide communications.
· Track and process contracts and invoices; ensuring that they go through required internal approval procedures. Contribute to annual budgeting process for the President’s Office.
· Work closely with the government relations department; provide administrative support and contribute to the building of relationships with City Hall, City Council, NYC Parks and other key stakeholders.
· Enter and maintain President’s internal and external contacts in Outlook, which are confidential in nature and require close management to ensure it remains accurate and up to date.
· Conduct research, organize data, and generate memos and reports as requested.
· Drafts speaking remarks and responses to public correspondence for the President as needed.
· Contribute to the planning of staff-wide social events and well-being initiatives.
· Maintain, organize and store physical and digital files.
· Complete expense reports and assist in budget preparation.
· Arrange travel plans, logistics, and itineraries.
· Perform other duties as assigned.
· 2+ years’ experience providing administrative support for senior management.
· Bachelor’s degree preferred or equivalent combination of education and experience.
· Highly proficient in Microsoft Outlook, Word, Excel, and Power Point.
· Experience working for a senior level executive.
· Strong understanding of and experience with complex scheduling and calendar management.
· Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail and meet deadlines.
· Strong writing skills; ability to craft e-mails and correspondence with ease and speed.
· Excellent follow-up and follow-through skills.
· Team player; ability to build relationships with stakeholders, including staff, board members and their assistants, external partners and donors.
· Interest in urban park management and the mission of the Conservancy preferred.
Establishment and maintenance of a safe work environment is the shared responsibility of this organization and employees at every level. The Conservancy will make every effort to assure a safe environment and be in compliance with federal, state, and local safety regulations. Employees are expected to obey safety rules and to exercise caution in all their work activities. Accordingly, employees should be aware of any hazards, which could cause an injury or accident (e.g., spills, obstacles in walkways, etc.). If an employee discovers a potential dangerous condition, he/she should alert other employees and notify his/her supervisor immediately.
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed. Duties, responsibilities, and activities may change at any time with or without notice.
Please submit a cover letter and resume with your application directly to the Central Park Conservancy jobs site: https://www.centralparknyc.org/jobs