Executive Coordinator

POSITION SUMMARY

The Executive Coordinator reports to the Executive Director and Chief Operating Officer, and provides administrative support for the senior administrative team including the Executive Director, Chief Operating Officer, Chief Marketing & Development Officer, and the Director of Partnership Development. Responsibilities include responding to phone and email inquiries, coordinating calendars and scheduling meetings, preparing briefings and other material, serving as liaison to the board of trustees and board committees, managing donor and board records in CRM system (Salesforce), maintaining data on organizational activities, and supporting internal communications for the organization. This position requires strong communication, project management, organizational skills, initiative, sound judgment, and discretion.

This is a hybrid role that requires work in office 2 days per week, with additional on-site days or hours as needed.

RESPONSIBILITIES

Administrative Support

• Manage the Executive Director’s daily calendar and long-term schedule and support senior staff with calendaring and scheduling needs as requested.
• Interface with board members and donors, Parks Department staff, elected officials and governmental agencies, and other entities interacting with the organization to schedule meetings, prepare material, and provide information.
• Prepare research and presentations and ensure that the Executive Director has all required documents, briefing materials and background information needed for meetings.
• Arrange logistics for and accompany the Executive Director and other senior staff to meetings as needed.
• Provide administrative support for the Parks and Open Space committee
• Assist in preparation for and onsite at cultivation events (i.e. Opening Night, CPF Gala, Golf and Tennis benefits, etc.).
• Take minutes at meetings and share with colleagues as needed.
• Draft correspondence including letters, proposals, and other material.
• Enter meeting and other contact information into Salesforce CRM system and prepare contact reports.
• Attend senior staff meetings.

Communications and Reporting

• Maintain key organizational statistics including lists of program sites and schedules, attendance, and other data.
• Prepare funding request forms for NYC Council discretionary support and other potential supporters.
• Manage donor credit list for the organization.
• Respond to general inquiries from the public.

Board Relations

• Schedule all Board and committee meetings and prepare and/or collect presentation and other written material as needed.
• Prepare agendas for upcoming meetings as requested.
• Attend and take minutes at all Board and Committee meetings; maintain attendance records for board and committee meetings.
• Serve as liaison for board members and staff for ticket requests, event RSVPs, program site visits, board correspondence, and other activities.

Office Management and Organization Culture

• Manage and maintain office materials and supplies and coordinate with vendors as needed.
• Support the calendaring and technical setup of the conference room.
• Manage the logistics for organization-wide activities, such as all-staff meetings, Wellness Committee initiatives, the holiday party, etc.
• Perform special projects as required.

QUALIFICATIONS

• Bachelor’s degree or 3-4 years of relevant work experience required. Some work experience and/or background in non-profits is preferred but not required.
• Candidates with prior executive administrative experience are strongly preferred.
• Experience working with Google apps and/or Microsoft Office suite preferred.
• Experience working with Salesforce preferred, but not required
• Excellent writing and communication skills
• Ability to work independently and take initiative; must be able to handle multiple projects and deadlines simultaneously; natural inclination to be a problem solver
• Strong attention to detail, including calendar management skills
• Ability to maintain discretion and confidentiality
• Willing to work before and after hours as well as weekends when needed
• Ability to communicate effectively and tactfully with public and private individuals and organizations
• Ability to provide outstanding customer service

ABOUT CITY PARKS FOUNDATION

At City Parks Foundation (CPF), we are dedicated to invigorating and transforming New York City parks into dynamic, vibrant centers of urban life through arts, environmental education, sports, and community building programs for all New Yorkers. Our ethos is simple: we believe thriving parks mean thriving communities.

Community engagement includes Partnerships for Parks, a public-private program of City Parks Foundation and NYC Parks, which supports and champions a growing network of community leaders who care and advocate for the transformation of our neighborhood parks and the Parks and Open Space Partners-NYC coalition of conservancies and alliances. We also administer the NYC Green Fund, a regranting program for parks and open space nonprofits and grassroots organizations.

We produce SummerStage, the iconic free, outdoor performing arts festival in NYC, presenting world-class artists from across the globe and our own neighborhoods on our mainstage in Central Park and in local parks in all five boroughs, and our Swedish Cottage Marionette Theatre and roving PuppetMobile present marionette puppet theater throughout New York City.

We connect youngsters to nature in the urban environment through progressive, experiential teaching. Using parks as classrooms, we provide learning experiences and hands-on activities in urban forests, coastal areas, and gardens.

Free golf, tennis, track & field, soccer, and fitness programs bring high-quality instruction and equipment into areas where few organized athletic opportunities exist. We offer leveled training, year-round scholarship coaching, and special pro events.

Applicants must be authorized to work in the United States. City Parks Foundation does not offer visa sponsorship.