Growth & Engagement Operations Coordinator

Job Description

Job Description

Job Title: Growth & Engagement Operations Coordinator
Reports to: Chief Growth Officer
Location: New York, NY (Hybrid)
Department: Growth & Engagement Operations
FLSA Status: Non- Exempt
Compensation: $60,000–$68,000/yr

About The Apollo
In December 2024, The Apollo Theater became the first organization honored by the Kennedy Center Awards, emphasizing The Apollo’s impact on the past, present, and future of American culture and the performing arts. From the longest-running talent show in America with Amateur Night at The Apollo, which launched the careers of icons like Ella Fitzgerald and Lauryn Hill, to performances from beloved legends like Smokey Robinson and Lil’ Kim and today’s biggest stars like Drake, The Apollo has always been a home for artists to create and a home for audiences to see incredible music and art from legendary artists.

The Apollo is an American cultural treasure. It is a vibrant non-profit organization rooted in the Harlem community that engages people from around New York, the nation, and the world. Since 1934, The Apollo has celebrated, created, and presented work that centers Black artists and voices from across the African Diaspora. It has also been a catalyst for social and civic advocacy. Today, The Apollo is the largest performing arts institution committed to Black culture and creativity

Position Overview
We are seeking a highly organized, proactive, and detail-oriented Operations Coordinator. This role serves as the administrative backbone for our Growth & Engagement department. This is an exciting opportunity for a passionate, motivated professional interested in advancing their career in marketing, communications, events and operations. The successful candidate will act as the connective tissue ensuring that our creative and strategic visions are backed by flawless execution, rigorous budget tracking, and seamless logistics.

Key Responsibilities
Financial & Contract Administration

• Budget Maintenance: Act as the primary tracker for departmental spends and update budget sheets in real-time to ensure the teams remain within fiscal targets.
• Invoice Processing: Manage the end-to-end accounts payable workflow, collect vendor W-9s, code invoices, and ensure timely payment through the Finance department.
• Contract Execution: Coordinate the signing and filing of vendor agreements, and institutional contracts while ensuring all internal stakeholders have access to executed documents.

Event & Growth Logistics

• Travel & Hospitality: Lead research and booking for staff and talent travel, including flights, ground transportation, and hotel blocks, and create detailed itineraries for guests.
• Onsite Execution: Support in-person cultivation and fundraising events, and assist in the operational logistics for major initiatives, such as the upcoming grand reopening phases of the Apollo's Historic Theater and Sound Stage spaces.
• Logistics Coordination: Manage RSVP lists, credentialing, and shipping/receiving of event materials such as signage and gift bags.
• Vendor Liaison: Maintain a database of preferred vendors and assist in sourcing new partners for catering, rentals, and production needs.

Administrative & Strategic Support

• Meeting Management: Schedule high-stakes meetings with donors, partners, and internal leadership, prepare agendas, and take concise, actionable minutes.
• Communications: Draft and manage individual giving correspondence, including letters, invitations, eblasts, reports, and acknowledgments.
• Deliverables: Prepare early drafts of presentations and deliverables based on existing templates and best practices.
• Data Management: Assist the Growth team in maintaining clean data within CRM and work plan tools, ensuring all partner interactions and leads are documented.

Qualifications

• Minimum of 2 years of direct experience in administration, event coordination, or project management.
• Proficiency in Microsoft Office/Google Suite, experience with project management tools (e.g. Asana, Monday), and familiarity with CRM software (e.g. HubSpot).
• Experience in event operations is a plus.
• Comfortable with basic bookkeeping, working with operational budgets, and expense tracking.
• Ability to communicate clearly, concisely, and professionally—both verbally and in writing—while maintaining strong interpersonal skills.
• A growth mindset and a habit of curiosity, paired with a "no task too small" attitude and the ability to remain calm in a fast-paced, high-pressure environment.

Benefits:
• Medical, Dental, and Vision insurance with generous employer contribution
• Life insurance
• Multiple additional optional insurances
• 401k
• HSA and FSA
• Show discounts
• Gift Shop discounts
• Employee assistance program
• Local restaurant discounts
• Comp tickets to events at other cultural institutions

The Apollo Theater Foundation, Inc. is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, gender identity or expression, sexual orientation, national origin, citizenship or immigration status, pregnancy, disability, age, military or veteran status, marital status, genetic information, or any other characteristic protected under federal, New York State, or New York City law.

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