Coordinator, External Affairs

Job Type

Full Time




150 West 17th Street
New York
New York
United States


About the Position

The Coordinator will provide overall general administrative support and assistance to the operations of the External Affairs’ team. The Coordinator will work closely with the entire team – comprised of Marketing & Communications; Major Gifts & Fundraising Events; Membership & Development Operations; and Institutional Giving.

In this position, the Coordinator will assist the Director of External Affairs manage two committees of the Board, and will serve as a liaison between External Affairs and all other departments museum-wide.

The incumbent reports to the Director of External Affairs.



·        Provides all administrative support to the Director of External Affairs, including arranging and scheduling meetings and appointments; organizing and maintaining calendar/Outlook; making travel arrangements; answering telephone calls and responding to inquiries both from internal and external constituents.

·        Drafts, edits, formats, and prepares correspondence, proposals, acknowledgements, and other key reports for the Director of External Affairs.

·        Provides some administrative support for team-wide needs, including supporting strategy meetings, drafting agendas, emailing announcements, maintaining collaborative working documents, compiling attendance reports, and filing expenses.

·        Coordinates and plans meetings with the Director for the Marketing and Development Committee and Nominating and Governance Committee of the Board of Trustees. With Director, compiles agendas, minutes, and other supporting documents for meetings of the Committees.

·        Acts as the liaison on behalf of the Director of External Affairs with members of the Board of Trustees, select donors, and other stakeholders.

·        Provides support and staffing for fundraising, cultivation, and opening events.

·        Enters donor information into Raisers Edge.

·        Coordinates Museum-wide donor- crediting system.

·        Performs other duties as assigned.


·        Bachelor’s degree required.

·        Minimum of 1 to 2 years of experience in a non-profit office setting, with special preference given to those serving in development/fundraising or marketing and communications or in a customer-service driven functions.

  • Must have strong written and verbal communication skills.
  • Must have excellent interpersonal skills.
  • Must have superb time management skills; be detail-oriented; highly organized and be able to handle multiple tasks, adhere to deadlines and work independently and as part of a team. 
  • Creative, resourceful, entrepreneurial mindset, with roll up your sleeves mentality.

·        Ability to act with diplomacy and discretion at all organizational levels and across departments. 

·        A motivated self-starter who is flexible, courteous and tactful in dealing with staff and others.

·        Ability to maintain absolute confidentiality and be discreet with confidential related matters.

  • Proficiency in Microsoft, Excel/Word/PowerPoint; Raisers Edge experience - required.
  • Knowledge of Project management software (i.e. Asana) and Google Drive a plus.

The Rubin Museum offers a competitive salary and benefits package.

Professional Level

None specified

Minimum Education Required

No requirement

How To Apply

Please provide the following as part of your application:

• Complete resume.

• A cover letter addressing both your interest in the Rubin Museum, and your

  qualifications for this position.


•     Indicate Coordinator, External Affairs on Subject Line of Email or in body of cover letter.

·        Applications in electronic format preferred, and accepted at

·        Mailed applications – Manager, Human Resources, Rubin Museum of Art,

·        150 West 17th Street, New York, New York 10011.