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About the Role

The Operations & Partnerships Coordinator serves as a trusted administrative and operational partner to the principals, ensuring the efficient operation of their offices. This role interfaces with internal and external stakeholders, handles confidential information, and requires strong organizational, proactive, discreet, and multi-priority management skills in a fast-paced environment.

Responsibilities

• Serve as a key partner to the principals in logistic, operational and administrative support.
• Ensure the continuous implementation of office operations, including overseeing office workflow by designing, owning, tracking and updating processes through project management software, coordinating deadlines and assignments across teams, running project postmortems, and working with data analytics to improve processes and procedures.
• Facilitate engagement with external partners, including maintaining an updated database of prospects and partnerships, tracking deliverables of confirmed partners, prospect research and coordination with partner offices.
• Assist with the organization of team-wide activities and events, including staff meetings, team-building activities, and trainings.
• Provide logistical and onsite support for major organizational events, including Admissions activities and events, Orientation and graduation, Reunions and special programming.
• Proactively work across teams to ensure operational efficiency and value added between workstreams, including with Academics, Admissions, Alumni engagement, and the Executive Director’s office.
• Act as a key liaison between principals and internal and external stakeholders.
• Manage the principal’s calendar, contacts, and scheduling, ensuring priorities are effectively aligned.
• Plan and coordinate domestic and international travel, including bookings and itineraries.
• Manage meeting preparation and materials; observe meetings as requested and prepare meeting notes and follow-up items.
• Draft follow-up emails and correspondence related to ongoing projects.
• Compile, submit, and track expense reports and out-of-pocket reimbursements for the principals.
• Manage and maintain electronic and hard-copy filing systems, including accurate data entry and running reports.
• Prepare conference rooms and meeting spaces, including in-person and virtual meeting technology.
• Liaise with IT Consultants to coordinate technical support or provide direct support when appropriate.
• Perform other administrative tasks, as assigned.

Requirements

• In-person presence at NY Office for a minimum of three days per week, although more in-person engagement may be required during peak times.
• Ability to monitor emails and work nights and weekends for events, cross-border engagement, managing meeting scheduling and outreach.
• Timely responsiveness for inquiries from/to principals.
• Superior customer relations and cultural competency skills.
• Leadership, independence and collaboration skills with an entrepreneurial mindset.
• Strong adaptability and decisiveness in a fast-paced, ever-changing environment.
• Must be based in the New York area and be available to work in person in the midtown office at least three days per week.
• Must be available for domestic and international travel as needed, typically not more than once a quarter.

Skills

• Project management software
• Data analytics
• MS Office Suite
• Box
• Zoom
• Sharepoint
• Written communication
• Verbal communication
• Organizational skills
• Time-management skills
• Attention to detail
• Discretion
• Diplomacy
• Customer relations
• Cultural competency
• Leadership
• Independence
• Collaboration
• Adaptability
• Decisiveness

Location

• New York, NY

Work Type

• Hybrid
• Full-time

Experience Level

• 5-7 years Administrative Assistant experience