Executive Coordinator; PNY

Philanthropy New York is a nonprofit membership association of more than 280 foundations and corporate giving programs based in the New York metropolitan region. Philanthropy New York supports and strengthens the foundation sector’s practice of effective philanthropy for the public good. We do this primarily by providing our members with knowledge and resources that facilitate strategic, collaborative grantmaking. For more information on our work and a preview of our learning calendar, please visit www.philanthropynewyork.org.

The Office of the President is responsible for all of Philanthropy New York’s external facing member relationship management activities as well as the management and coordination of Philanthropy New York’s board governance activities.

The Executive Coordinator provides direct support to the President and plays a key role in the coordination of the day-to-day activities of the Executive Office. The Executive Coordinator also works closely in collaboration with each department (membership, learning and policy/communications), assisting with planning and managing organization-wide projects. The ideal candidate has a pleasant demeanor, strong respect for confidentiality, a collaborative spirit and a customer-service oriented attitude.

Essential skills include excellent project management competencies, strong verbal communications and proofreading skills, database and technological savvy, a love of multitasking, and the ability to maintain calm under pressure.

The Executive Coordinator is responsible for the following day-to-day activities, among others:

• Provide support to the President in all administrative and project management needs, including:
  • Manage key functions of the President’s office, including scheduling appointments and calendar management, coordinating travel arrangements, expense reporting, and filing
  • Ensure that the President is prepared for and has all necessary information and documents to support successful appointments and upcoming deadlines
  • Draft and distribute correspondence to members and affiliates
  • Liaise with other departments and committees to accomplish special projects on behalf of the President

• Provide support to the Board of the Directors, the Executive and Governance Committees, and other governing bodies, including:
  • Manage calendars and scheduling for board and committee meetings and other activities
• Prepare board and committee agendas and meeting materials; preparing minutes and reports
• Provide logistical support ahead of, during, and after each meeting
• Manage timely updates to database and website
• Coordinate and curate all materials for the annual board orientation for new board members
• Organize an annual gathering for alumni of the PNY Board

• Provide support to membership driven networks and collaboratives, especially the Philanthropic Administrative Coordinators Network (PACNET), including:
  • Supporting the development of program content and prepping presenters for quarterly programs/meetings
  • Coordinating event preparation, research, and logistics
  • Developing and supporting voluntary network leadership
• Collaborate with Member Services to tailor knowledge management services to better serve the needs of the Executive Office, including:
  • coordinating quarterly membership check-ins to chart progress on member engagement
  • conducting outreach to member foundations to ensure the President has a robust schedule of meetings
  • generating reports on the President’s engagement with members and peers
• Manage a bi-annual Trustee gathering, including overseeing the invitations, RSVP’s, coordination of the event location and support for speakers/presenters
• Support quarterly gatherings of CEO’s from member foundations including scheduling meetings, securing locations and sending reminders to those registered
• Other duties as assigned, including assisting co-workers in programming, facilitation, and administrative tasks as needed

• Outstanding administrative and project management skills, with high level of…