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About the Role

The Administrative Coordinator provides high-level administrative, operational, and project coordination support to the Deputy Program Officer, managing day-to-day functions and coordinating key meetings, projects, events, and initiatives. This role is crucial for maintaining efficient systems for scheduling, communication, project tracking, and follow-through, ensuring priorities are executed effectively.

Responsibilities

Manage the Deputy Program Officer’s calendar, scheduling, priorities, and meeting logistics.
Maintain awareness of key priorities, deadlines, and commitments to support effective time management.
Coordinate travel, purchasing, expenses, registrations, supplies, and related administrative processes.
Prepare and organize correspondence, presentations, reports, briefing materials, and other documents.
Maintain organized files, records, calendars, trackers, and administrative systems.
Coordinate incoming and outgoing requests for information, documents, meetings, and materials.
Handle confidential and sensitive information with discretion.
Identify and implement improvements to administrative workflows and systems.
Coordinate recurring leadership meetings and convenings led by the Deputy.
Manage scheduling, space, technology, catering, materials, and participant communications for leadership meetings.
Develop agendas and coordinate preparation and distribution of meeting materials and pre-reads.
Document key decisions, action items, owners, and deadlines for leadership meetings.
Track follow-up items and support timely completion across stakeholders for leadership meetings.
Anticipate upcoming meeting needs and ensure the Deputy and participants are prepared.
Coordinate assigned strategic and operational projects and initiatives.
Maintain project plans, trackers, workback schedules, milestones, and deliverables.
Coordinate project meetings, workgroups, stakeholder sessions, and check-ins.
Monitor deadlines, dependencies, outstanding decisions, and potential barriers for projects.
Follow up with project owners and escalate risks or delays as appropriate.
Gather and synthesize information to support project planning and decision-making.
Coordinate leadership retreats, professional development, staff convenings, planning sessions, and special events.
Develop event timelines and manage planning through execution.
Coordinate venues, vendors, catering, technology, materials, invitations, RSVPs, and day-of logistics for events.
Partner with internal and external stakeholders to support successful event execution.
Track event-related budgets, purchasing, contracts, deadlines, and follow-up.
Support special initiatives and organizational priorities assigned to the Deputy’s office.
Maintain visibility into key Program milestones, meetings, deadlines, priorities, and deliverables.
Develop and maintain trackers, dashboards, and status reports for key initiatives.
Coordinate information and materials across departments within the Deputy’s portfolio.
Facilitate communication among the Deputy, Managing Directors, department leaders, and cross-functional partners.
Monitor commitments and follow up with stakeholders to support accountability and completion.
Strengthen systems and practices that improve coordination, communication, and efficiency across the portfolio.
Perform additional duties and special assignments as needed.

Requirements

Bachelor’s degree preferred, or equivalent combination of education and relevant experience.
3–5 years of experience in administrative coordination, project coordination, program operations, executive-level support, or a related field.
Experience supporting senior leaders and coordinating across multiple teams or stakeholders preferred.
Demonstrated ability to manage complex calendars, meetings, projects, events, and competing deadlines.
Strong organizational, project coordination, written, and verbal communication skills.
Excellent attention to detail, judgment, discretion, and follow-through.
Demonstrated initiative and ability to anticipate needs and independently advance assigned work.
Ability to prioritize and adapt in a fast-paced, changing environment.
Strong interpersonal skills and ability to influence and coordinate stakeholders without direct authority.
Proficiency with Microsoft Office and Google Workspace.
Experience with project management, purchasing, CRM, data management, or related organizational systems preferred.

Skills

Administrative coordination
Project coordination
Program operations
Executive-level support
Calendar management
Meeting logistics
Travel coordination
Purchasing
Expense reporting
Document preparation
File management
Confidentiality
Workflow improvement
Leadership meeting coordination
Event planning
Project planning
Stakeholder communication
Microsoft Office proficiency
Google Workspace proficiency

Location

In-Person

Work Type

Full-time

Experience Level

3-5 years

Education Level

Bachelor's degree preferred

Salary/Compensations

$60,000-$70,000 per year

Benefits

Highly competitive base salaries
Paid time off
Employee referral bonus
Career Advancement
No-cost health insurance
Life Insurance
Short-and long-term disability
Additional voluntary benefits
Wellness discounts
Commuter benefits
Financial wellness perks
Discounts on flights, hotels, theme parks, concert tickets, and more.

About the Company

As a member of the Harlem Children’s Zone team, you will join a supportive and inclusive community dedicated to helping children, families — and our staff — thrive.

Equal Opportunity

Harlem Children’s Zone is an EOE.