Executive Coordinator

• Manage the Executive Director’s daily calendar and long-term schedule and support senior staff with calendaring and scheduling needs as requested.
• Interface with members and donors, Parks Department staff, elected officials and governmental agencies, and other entities interacting with the organization to schedule meetings, prepare material, and provide information.
• Prepare research and presentations and ensure that the Executive Director has all required documents, briefing materials and background information needed for meetings.
• Arrange logistics for and accompany the Executive Director and other senior staff to meetings as needed.
• Take minutes at meetings and share with colleagues as needed.
• Draft correspondence including letters, proposals, and other material.
• Enter meeting and other contact information into Salesforce CRM system and prepare contact reports.
• Attend senior staff meetings.

• Maintain key organizational statistics including lists of program sites and schedules, attendance, and other data.
• Prepare funding request forms for NYC Council discretionary support and other potential supporters.
• Manage list of supporters to be credited in CPF publications.
• Respond to general inquiries from the public.

• Schedule all Board and committee meetings and prepare and/or collect presentation and other written material as needed.
• Prepare agendas for upcoming meetings as requested.
• Attend and take minutes at all Board and Executive Committee meetings; maintain attendance records for board and committee meetings.
• Serve as liaison for board members and staff for ticket requests, event RSVPs, program site visits, board correspondence, and other activities.

• Manage and maintain office materials and supplies and coordinate with vendors as needed
• Manage the logistics for organization-wide activities, such as all-staff meetings, Wellness Committee initiatives, the holiday party, etc.
• Support staff onboarding

• Bachelor’s degree or 3-4 years of relevant work experience required. Some work experience and/or background in non-profits or the arts is preferred but not required.
• Experience working with Google apps and/or Microsoft Office suite preferred, but not required
• Experience working with Salesforce and Asana preferred, but not required
• Excellent writing and communication skills
• Ability to work independently and take initiative; must be able to handle multiple projects and deadlines simultaneously; natural inclination to be a problem solver
• Strong attention to detail, including calendar management skills
• Ability to maintain discretion and confidentiality
• Willing to work before and after hours as well as weekends when needed
• Ability to communicate effectively and tactfully with public and private individuals and organizations
• Ability to provide outstanding customer service

City Parks Foundation