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About the Role
The Growth & Engagement Operations Coordinator serves as the administrative backbone for the Growth & Engagement department, ensuring creative and strategic visions are backed by flawless execution, rigorous budget tracking, and seamless logistics. This role is ideal for a motivated professional interested in advancing a career in marketing, communications, events, and operations.
Responsibilities
- Track departmental spends and update budget sheets in real-time.
- Manage accounts payable workflow, collect vendor W-9s, code invoices, and ensure timely payment.
- Coordinate the signing and filing of vendor agreements and institutional contracts.
- Research and book staff and talent travel, including flights, ground transportation, and hotel blocks.
- Create detailed travel itineraries for guests.
- Support in-person cultivation and fundraising events.
- Assist in operational logistics for major initiatives, including theater and sound stage reopening phases.
- Manage RSVP lists, credentialing, and shipping/receiving of event materials.
- Maintain a database of preferred vendors and assist in sourcing new partners.
- Schedule meetings with donors, partners, and internal leadership.
- Prepare meeting agendas and take concise, actionable minutes.
- Draft and manage individual giving correspondence, including letters, invitations, eblasts, reports, and acknowledgments.
- Prepare early drafts of presentations and deliverables.
- Assist the Growth team in maintaining clean data within CRM and work plan tools.
Requirements
- 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).
- 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.
- Strong interpersonal skills.
- A growth mindset and a habit of curiosity.
- A 'no task too small' attitude.
- Ability to remain calm in a fast-paced, high-pressure environment.
Skills
- Microsoft Office
- Google Suite
- Project Management Tools
- CRM Software
- Event Operations
- Bookkeeping
- Budget Management
- Expense Tracking
- Verbal Communication
- Written Communication
- Interpersonal Skills
Location
- New York, NY
Work Type
- Hybrid
Experience Level
- 2+ years
Salary/Compensations
- $60,000–$68,000/yr
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
About the Company
- 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.
Equal Opportunity
- 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.