Administrative & Outreach/Events Coordinator

Administrative & Outreach/Events Coordinator

Salary: $50,000–$60,000

Location: New York City (Hybrid – 3 days/week in office)

Full-Time/Part-Time

About the Organization

The Center for Migration Studies of New York (CMS) is a nonprofit educational institute and think tank devoted to the study of international migration, the protection of migrants and refugees, and the promotion of policies that safeguard human dignity and rights. CMS conducts rigorous research, hosts convenings, publishes leading academic journals, and maintains digital archives that document migration histories and experiences.

Position Overview

The Center for Migration Studies of New York (CMS) seeks an Administrative & Outreach/Events Coordinator to support the organization’s administrative operations, events, communications, donor and board relations, and related program reporting. The position will report to the Communications Manager and work closely with the Executive Director, Finance Officer, and research and policy staff. This role is ideal for a detail-oriented, highly organized professional with 1-3 years of experience who thrives in a mission-driven, fast-paced environment.

Key Responsibilities

Administrative & Project Support

• Maintain digital file organization across projects.
• Assist in calendar management for the Executive Director and scheduling meetings.
• Support donor database management, including contact updates and data entry.
• Assist with grants administration, including organizing documents and tracking deadlines.
• Prepare board meeting materials, update trustee contact information, and serve as contact liaison for the CMS Board of Trustees and Corporate Board.
• Print and compile document packets for in-person event attendees.

Communications & Multimedia

• Upload and organize multimedia content (photos, videos, audio, press contacts) across CMS platforms, including YouTube, SoundCloud, Flickr, the CMS website, and Prowly.
• Assist the Communications Manager in maintaining and updating the CMS website, including posting journal articles, research releases, archive collections, staff and board listings, and blog posts.
• Provide administrative support for donor outreach campaigns and institutional communications.
• Create and disseminate social media content and press releases under the supervision of the Communications Manager.

Event Coordination & Logistics

• Set up event registration forms for events, including the Annual Gala, Academic & Policy Symposium, and regional Catholic immigration initiatives. Maintain event attendee lists and track registrations, ticket sales, donations, and sponsorship purchases using Google Sheets.
• Serve as the CMS point of contact for event participants with logistical questions on parking, accommodation, discounts, etc.
• Carry out administrative event support tasks, including placing catering orders, booking hotels, and facilitating travel arrangements.
• Support speaker engagement by collecting bios, headshots, and coordinating logistical details.
• Create and manage Zoom webinar registration links and event settings.
• Coordinate with vendors to ensure event recordings and photography are received and uploaded to CMS’s Google Drive, website, and YouTube.
• Provide in-person support during events, including guest check-in, microphone running, room setup, and liaising with A/V teams.
• Distribute gala invitations and thank-you letters to event attendees and donors.

The ideal candidate has the following skills and experience:

• Bachelor’s degree or equivalent experience.
• 1-3 years of related professional experience, preferably in a nonprofit context
• Experience in events planning and donor communications preferred.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet tight deadlines.
• Interest in immigration policy and challenges facing immigrant communities.
• Proficiency with Google Drive and other digital platforms (Zoom, basic Wordpress editing skills).
• Comfort with graphic or multimedia platforms (YouTube, Flickr, Canva).
• Knowledge of Spanish is a strong advantage.
• Must be willing to travel to different states in the US for in-person regional Catholic immigration events support.

The annual salary for this exempt position is $50,000-$60,000, commensurate with experience. CMS offers excellent benefits, including health insurance and a tax-deferred annuities plan.

The position is open to a full-time or part-time arrangement and based in New York City, presently hybrid remote and in person. Please submit a resume, cover letter indicating your availability and salary requirements, and a short writing sample (media-related writing sample preferred) to Mario Russell, Executive Director, at employment@cmsny.org . Please include “Administrative & Outreach/Events Coordinator Position Application” in the subject line.

Applications will be considered on a rolling basis. The position is open until filled and applications are accepted immediately. Due to the volume of applications, CMS cannot return phone calls about the position, and, regrettably, cannot notify all applicants of the status of their applications unless an interview is requested.

CMS offers excellent benefits, including health insurance and a tax-deferred annuities plan.