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Administrative Coordinator, Executive Director - Library for the Performing Arts
About the position
The New York Public Library for the Performing Arts (LPA) seeks a highly organized and proactive Administrative Coordinator to provide direct support to the Executive Director. This role is critical in ensuring the smooth operation of the Executive Office and facilitating the advancement of LPA's strategic goals. The ideal candidate will be detail-oriented, thrive in a fast-paced cultural institution, and have excellent communication and problem-solving skills. This position works closely with internal and external stakeholders, including senior NYPL leadership, donors, performing arts organizations, and community partners. The Administrative Coordinator also provides supervision and mentorship to the Executive Office's Page.
Responsibilities
- Provide comprehensive administrative support to the Executive Director, including scheduling, calendar maintenance, and correspondence.
- Coordinate internal and external meetings, prepare agendas, materials, and presentations.
- Track progress on strategic initiatives and manage timelines and deliverables.
- Support donor and stakeholder engagement efforts through communications, briefings, acknowledgments, and event support.
- Liaise with other NYPL departments (Finance, Procurement, HR, Facilities, IT, etc.) to facilitate administrative needs.
- Prepare and submit expense reports, purchase requisitions, and check requests; manage receipts and ensure accurate tracking for Executive Office purchases.
- Support the planning and execution of special projects from the Executive Office as needed.
- Assist with setup and breakdown of select internal and community events in coordination with LPA teams.
- Maintain confidentiality and exercise discretion when handling sensitive information.
- Supervise and mentor the Executive Office's Page, delegating tasks, overseeing workflow, and providing regular feedback.
Requirements
- Bachelor's degree or 4+ years of additional related experience.
- 3+ years of administrative experience supporting executive-level leadership.
- Experience working in a performing arts or cultural institution, nonprofit, or similar environment.
- Excellent written and verbal communication skills.
- Exceptional organizational skills and attention to detail.
- Ability to manage multiple priorities and work independently in a fast-paced environment.
- Strong interpersonal skills, with the ability to interact effectively with a wide range of individuals.
- Proficiency in Microsoft Office Suite, Google Workspace (Gmail, Google Calendar, Google Docs, etc), and scheduling tools.
- Familiarity with Canva and PowerPoint.
- Tact, discretion, and sound judgment in handling confidential matters.
Benefits
- Pay transparency and pay equity.
- Hybrid schedule (on-site Tuesdays, Wednesdays and Thursdays).
- Occasional evening or weekend hours for special events or meetings.
