Coordinator, President's Office

Reports To: Director of the President’s Office

Department: President’s Office

Status: Full-Time/Non-Exempt

This is an in-person position.

About Central Park and the Central Park Conservancy

Central Park is one of the world's most famous and beloved public spaces. Designed by Frederick Law Olmsted and Calvert Vaux in 1858, the 843-acre Park was the country's first purpose-built public park and is a National Historic Landmark and a New York Scenic Landmark. The Central Park Conservancy, a private, not-for-profit organization, was founded in 1980 to rescue the Park, which had fallen into serious disrepair. Since then, the Conservancy has overseen the investment of over $1.5 billion in the restoration of the Park, which now hosts over 40 million visitors a year.

The Conservancy is one of the largest and most successful public private partnerships in New York City and is considered a major civic institution given its impact on the health and vibrancy of both the Park and the City. The Conservancy’s mission is to preserve and celebrate Central Park as a sanctuary from urban life. The City of New York has formally entrusted the care of the Park to the Conservancy which is responsible for every aspect of its care, including landscape maintenance, capital improvements, and the visitor experience. The Conservancy employs roughly 400 people and has an annual operating budget of $100 million.

Position Summary

The Coordinator of the President’s Office is a key member of a results-oriented team who will provide executive and administrative support to the President & CEO, the Chief of Staff & Vice President of Strategy and Programming, and the Director of the President’s Office. This person will report to the Director of the President’s Office.

The ideal candidate will possess strong written and verbal communication, administrative, and organizational skills, exercise good judgment in a variety of situations, and be able to handle a multitude of activities and confidential matters with discretion.

Summary of Essential Job Functions

A successful Coordinator will assist the President’s Office with daily administrative duties and manage a broad variety of tasks, and will:

• Exercise judgment and discretion in managing the President’s active calendar and prioritizing her tasks, including handling complex scheduling and coordinating with internal and external offices to meet deadlines.
• Manage the daily workflow of the President’s Office, ensuring that the President is on time for all meetings and appointments.
• Answer phone calls which could be of a sensitive and confidential nature and act as gatekeeper for the President and the President’s Office.
• Under the supervision of the Director of the President’s Office, monitor incoming email correspondence to the President and ensure that all emails, requests, and invitations are responded to in a timely fashion.
• Work with the Chief of Staff and Vice President of Strategy and Programming, Director of the President’s Office and other senior managers on substantive preparation for meetings, including development and distribution of materials (agendas, presentations, handouts, minutes, etc.) and coordination with IT, Office Services, and other departments.
• Assist with the preparation of correspondence, documents, speaking remarks, and presentations on behalf of the President’s Office.
• Work with the Philanthropy department to maintain updated records of the President’s donor correspondence and engagement in Raiser’s Edge (CRM database).
• Work closely with the Institutional Planning and Government Relations departments, providing occasional administrative support and contributing to the building of relationships with City Hall, City Council, NYC Parks and other key stakeholders.
• Track and process contracts and invoices, ensuring that they go through required internal approval procedures, and complete monthly credit card reconciliation for the President’s Office.
• Enter and maintain the President’s internal and external contacts in Outlook, which are confidential in nature and require close management to ensure they remain accurate and up to date.
• Maintain, organize and store physical and digital files.
• Perform occasional personal administrative tasks for the President.
• Work overtime hours as needed and assigned by the Director of the President’s Office.
• Perform other duties as assigned.

Minimum Requirements:

• 5+ years’ experience providing administrative support for senior management.
• Bachelor’s degree preferred or equivalent combination of education and experience.
• Highly proficient in Microsoft Outlook, Word, Excel, and Power Point.
• Experience working for a senior level executive.
• Strong understanding of and experience with complex scheduling and calendar management.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail and meet deadlines.
• Strong writing skills; ability to craft e-mails and correspondence with ease and speed.
• Excellent follow-up and follow-through skills.
• Team player; ability to build relationships with stakeholders, including staff, board members and their assistants, external partners and donors.
• Interest in urban park management and the mission of the Conservancy preferred.

Please submit a cover letter and resume with your application.

Salary range: $65K to 81K (based on level of experience)

Safety Requirements

Establishment and maintenance of a safe work environment is the shared responsibility of this organization and employees at every level. The Conservancy will make every effort to assure a safe environment and be in compliance with federal, state, and local safety regulations. Employees are expected to obey safety rules and to exercise caution in all their work activities. Accordingly, employees should be aware of any hazards, which could cause an injury or accident (e.g., spills, obstacles in walkways, etc.). If an employee discovers a potential dangerous condition, he/she should alert other employees and notify his/her supervisor immediately.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed. Duties, responsibilities, and activities may change at any time with or without notice.