Programming Coordinator

Programming CoordinatorPark Avenue Armory's Mission: Part American palace, part industrial shed, Park Avenue Armory is dedicated to supporting unconventional works in the visual and performing arts that need non-traditional spaces for their full realization, enabling artists to create and audiences to experience epic and adventurous presentations that cannot be mounted elsewhere in New York City.Job Description: The Programming Coordinator serves as a key executive and administrative partner to the Artistic Director and Senior Vice President and Chief Artistic Producer, providing high-level organizational support that enables artistic leadership to operate with maximum effectiveness. This role demands exceptional executive organizational skills, proactive problem-solving, and the ability to manage competing priorities with discretion and professionalism. The Programming Coordinator works closely across all departments to ensure seamless communication, administrative excellence, and timely completion of critical tasks. Due to the nature of this role and interaction with staff across the organization, this is a fully on-site role.Support for Artistic Leadership:Maintain and monitor mail, contacts, and Artistic Director's calendar, including scheduling, coordinating, and working with the Senior Vice President and Chief Artistic Producer to prioritize meetings.Manage schedule for Senior Vice President and Chief Artistic Producer.Coordinate and manage all travel logistics – both international and local.Coordinate and manage all scheduling activities that pertain to Armory productions.Provide updated travel and itineraries of Artistic Director to all parties.Coordinate and manage New York housing and hotel logistics.Maintain correspondence on behalf of the Artistic Director and Chief Artistic Producer.Serve as a dedicated executive assistant to the Artistic Director during New York residencies, anticipating needs, managing day-of logistics, and ensuring all engagements run smoothly and on time.Support Programming Department:Work with the Artistic Director and Chief Artistic Producer to maintain the department schedule including but not limited to the schedule of both Department Heads, travel booking and other assistance where required.Process incoming programming-related invoices and communicate with finance to ensure timely payment.Track and submit all credit card payments.Prepare monthly expense reports and check requests.Prepare and organize briefing materials, agendas, and presentations for executive meetings; record and distribute accurate meeting minutes and action items to ensure follow-through on key decisions.Coordinate space usage between departments and attend weekly look-ahead meetings to resolve conflicts between programming events and other building activity.Issue and track all dept. purchase orders.Reconcile monthly department expenses for programming and artistic director's office.Maintain agreements with music licensing companies, ensuring ASCAP, BMI, and SESAC licenses and payments are up to date.Act as the administrative "gatekeeper" of the Programming office to ensure and maintain the accuracy of key files. Organize the office including filing, archiving, and maintaining records, including creation of post-production informational binders.Coordinate with in-house facilities, IT, and maintenance crew to prepare building spaces (meeting rooms, rehearsal rooms, dressing rooms, etc.) and ensure each program's needs are met and on schedule.Support for Programming:Provide production support to Recitals, Artist Studios, and Artist-in-Residence showings/events, occasionally in a stage management capacity as needed.Book and manage all travel, transfers and accommodations for head house programmingCreate and send detailed Artist Welcome PackOversee logistical needs of the Armory's Artist in Residence program, including scheduling bi-annual move-outs during major art show(s), and coordinating storage for Artists' items during that time.Create and distribute building IDs, signage, and security lists for all programming events.Support on special projects as required.Minimum Requirements: A bachelor's degree and a comprehensive understanding of a performing arts production environment are required. Ideal candidates are highly organized, detail-oriented, and driven by a desire to create order in complex, fast-moving environments. Candidates must be proactive self-starters who thrive under pressure, manage multiple competing priorities with calm efficiency, and consistently meet demanding deadlines. A minimum of two years of experience in Executive Assistance, Administrative Assistance, or artist services is required, with demonstrated ability to support senior leadership at an executive level. Candidates must possess excellent interpersonal and communication skills (both verbal and written), exceptional administrative and organizational judgment, discretion in handling confidential information, and proficiency in Microsoft Office, calendar and project management tools, budget tracking, and emerging AI platforms.Compensation: Salary range is $58,000 to $62,000 annually, commensurate with experience. This is an exempt position.APPLICATION PROCESS: Interested candidates should click "apply" and follow the instructions provided. All applicants must submit a resume and cover letter in a PDF or Word document. You will be prompted to upload documents during the application process.