Organization: AIANY/CFA
Classification: Full Time, Non-Exempt
Salary Range: $63K to $68K
The Events & Administrative Coordinator is responsible for managing the Center for Architecture’s calendar, overseeing the execution of internal public events and third-party rentals that occur at the Center, managing the organization’s Board meetings, and some office administration and executive support. Reporting to the Director of Finance and Operations, the Events & Administrative Coordinator works closely with the Executive Director, Membership Team, A/V Team, Facilities team, and other personnel as required. Daily responsibilities are both administrative and operational. The Coordinator is an energetic professional who doesn't mind wearing multiple hats. They should have experience in handling a wide range of administrative duties and executive support-related tasks and be able to work independently. They should be well organized and flexible, and motivated by the challenges of supporting an office of diverse people and activities.
Duties/Responsibilities:
Calendar and Space Management (25%):

• Manage the CFA’s master calendar of space bookings, ensuring it is always up-to-date and that event information is available in a timely manner.

• Field and triage general phone and email inquiries.

• Serve as main point of contact & maintain institutional knowledge of all events, meetings, exhibitions, and other programs that happen at the Center.

• Support the organizations to ensure the registration process for each event runs efficiently.

• Schedule, train, and supervise part-time CFA Front Desk staff, and ensure they are completing daily tasks and special projects.

• Conduct some office administration tasks, including but not limited to: distributing mail, maintenance of office equipment, ordering supplies with reference to organizational budget.

• With Director of Finance & Operations, oversee daily operations of office equipment, including photocopier and postage meter, etc.

Executive Director/Board/Senior Management Support (15%):

• 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 as needed.

• Manages Executive Director’s American Express monthly reports.

• 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.

• Lead the scheduling, follow-up, and execution of all meeting invites in both office calendar and in Zoom meeting rooms.

• Coordinate scheduling and prep work for AIANY and CFA Board meetings, including the dissemination of materials and information required by Board members to participate in said meetings.

• Creates and maintains up-to-date board lists, maintains working knowledge of Board members.

• Responsible for the creation and distribution of agendas and supplemental materials for all Board meetings & select Committee meetings (approximately 25 per year, virtual/hybrid/ onsite).

• Attends all Board meetings and select Committee meetings to take minutes.

• Drives the creation of annual Board binders, liaises with appropriate staff members to collect information needed.

Internal/External Event Logistics Coordination (60%):

• Work closely with the A/V Manager, Membership Team, Facilities Manager, and Director of Finance & Operations to ensure that staff and resources are properly planned for events.

• Support the event scheduling and logistics needs of 3-4 partner organizations that co-locate at the Center for Architecture.

• Schedule catering, beverage service, floor plans for internal programs and events taking place the Center.

• Manage events on-site, assisting with set up, as needed.

• Manage inquiries, sales, and billing for outside organizations wishing to rent space at the Center for Architecture.

• Ascertain space and run of show information from clients, coordinate physical set up with facilities staff, communicate and book appropriate A/V support, and serve as staff host for rental events.

• Responsible for budgeting and cash flow of space rentals, reporting information to Director of Finance & Operations.

Education and Experience:

• Bachelor’s Degree or equivalent work experience
• 2 years’ experience in an office management or administrative role
• Excellent computer skills, particularly with Microsoft Office, specifically calendar functions in MS Outlook. Experience with Salesforce is a plus.
• 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.
• Solid interpersonal communication skills, organizational skills, and attention to detail, paired with persistent follow-through.
• Ability to multi-task. This means you are able to receive many incoming tasks and requests, prioritize them, and effectively complete them.
• Ability to have some flexibility in work schedule, with some evening and weekend work required (comp time is available).
• Office coordination, particularly within the events industry and /or a cultural or nonprofit institution

Physical Requirements:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The information in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

• Work to be conducted primarily in office, however some work may be conducted remotely via technology.
• Some lifting (up to 30 lbs.). Long hours on computer keyboard. Prolonged periods of standing and/or walking.

BENEFITS: All full-time employees of AIA New York and the Center for Architecture receive, after a 90-day evaluation period, a comprehensive benefits package that includes fully employer-paid medical, dental, vision, and life insurance. Employees with 1 year of service are eligible for a 401(k) plan that includes a 3% employer contribution.
APPLICATION INSTRUCTIONS: To apply, please send a cover letter and resume in PDF format to jobs@aiany.org. Please put the job title and your last name in the subject line of your email. No phone calls, please.