The American Institute of Architects New York Chapter (AIANY) and Center for Architecture (CFA) are seeking candidates with a background in non-profit operations/administration for the position of Operations Coordinator. This full-time opportunity is ideal for candidates with a strong interest in the back-end operations of non-profits, cultural institutions, and professional membership organizations.
The Operations Coordinator will provide administrative support for the AIANY/CFA Executive Director and other members of the senior management team, manage the AIANY/CFA office, and coordinate logistics for various internal events, programs, and meetings taking place at the CFA, in addition to other various administrative and operational tasks.
PRIMARY DUTIES AND RESPONSIBILITIES:
The Operations Coordinator’s responsibilities are in 3 categories:
Manage the Executive Director’s calendar and daily schedule, and ensure that the Executive Director and his office are prepared for meetings.
Book travel, lodging, and meal reservations for Executive Director, senior management, and Board members
Some email and phone correspondence on behalf of the Executive Director is required, mainly in the areas of scheduling meetings, meeting follow-up tasks, and logistical inquires.
Conduct prep work for AIANY and CFA Board meetings, including the dissemination of materials and information required by Board members to participate in said meetings.
Coordinate the AIANY document sales program, including completion of orders and management of inventory.
Field and triage general phone and email inquiries.
Manage inventory of office supplies, and conduct supply ordering as necessary.
Manage the scheduling of CFA Front Desk staff, and ensure the Front Desk staff are competing daily tasks.
Event Logistics Coordination:
Work with the Director of Operations to oversee the Center’s master calendar of space bookings.
Schedule catering, beverage service, facilities support, and develop floor plans for internal programs and events taking place the Center.
SKILLS, EDUCATION, AND BACKGROUND
The ideal candidate will have most, if not all, of the following:
A minimum of 2-3 year’s working experience in a non-profit, cultural institution, or professional membership organization setting. Similar experience in a corporate setting will also be considered.
Excellent computer skills, particularly with Microsoft Office apps. Experience with Salesforce is a major plus, but not required.
A proven track record of supporting senior management and organizational leaders.
Ability to manage multiple schedules, including predicting the needs of leaders and meeting/event attendees for various appointments.
A professional and succinct writing style.
A strong desire to make a career in non-profit operations and administration.
Solid organizational skills.
Ability to multi-task. This means you are able to receive many incoming tasks and requests, prioritize them, and effectively complete them.
Patience and a good-natured personality
Candidates should send their resume, cover letter, and three references in PDF format to info [at] aiany [dot] org with “ApplicantName_OperationsCoordinator” in the subject line. Your cover letter should be thoughtful and specific to this position. No phone calls, please. Applications that do not follow these directions will not be considered.