Administrative Programming Coordinator Park Avenue Armory , NY

Park Avenue Armory's Mission

Part American palace, part industrial shed, Park Avenue Armory is dedicated to supporting unconventional works in the visual and performing arts that need non-traditional spaces for their full realization, enabling artists to create and audiences to experience epic and adventurous presentations that cannot be mounted elsewhere in New York City.

The Programming Coordinator serves as a key executive and administrative partner to the Artistic Director and Senior Vice President and Chief Artistic Producer, providing high-level organizational support that enables artistic leadership to operate with maximum effectiveness. This role demands exceptional executive organizational skills, proactive problem-solving, and the ability to manage competing priorities with discretion and professionalism. The Programming Coordinator works closely across all departments to ensure seamless communication, administrative excellence, and timely completion of critical tasks.

Due to the nature of this role and interaction with staff across the organization, this is a fully on-site role.

• Maintain and monitor mail, contacts, and Artistic Director’s calendar, including scheduling, coordinating, and working with the Senior Vice President and Chief Artistic Producer to prioritize meetings.
• Manage schedule for Senior Vice President and Chief Artistic Producer.
• Coordinate and manage all travel logistics – both international and local.
• Coordinate and manage all scheduling activities that pertain to Armory productions.
• Provide updated travel and itineraries of Artistic Director to all parties.
• Coordinate and manage New York housing and hotel logistics.
• Maintain correspondence on behalf of the Artistic Director and Chief Artistic Producer.
• Serve as a dedicated executive assistant to the Artistic Director during New York residencies, anticipating needs, managing day‑of logistics, and ensuring all engagements run smoothly and on time.

• Work with the Artistic Director and Chief Artistic Producer to maintain the department schedule including but not limited to the schedule of both Department Heads, travel booking and other assistance where required.
• Process incoming programming-related invoices and communicate with finance to ensure timely payment.
• Track and submit all credit card payments.
• Prepare monthly expense reports and check requests.
• Prepare and organize briefing materials, agendas, and presentations for executive meetings; record and distribute accurate meeting minutes and action items to ensure follow‑through on key decisions.
• Coordinate space usage between departments and attend weekly look‑ahead meetings to resolve conflicts between programming events and other building activity.
• Issue and track all dept. purchase orders.
• Reconcile monthly department expenses for programming and artistic director’s office.
• Maintain agreements with music licensing companies, ensuring ASCAP, BMI, and SESAC licenses and payments are up to date.
• Act as the administrative “gatekeeper” of the Programming office to ensure and maintain the accuracy of key files. Organize the office including filing, archiving, and maintaining records, including creation of post‑production informational binders.
• Coordinate with in-house facilities, IT, and maintenance crew to prepare building spaces (meeting rooms, rehearsal rooms, dressing rooms, etc.) and ensure each program’s needs are met and on schedule.

• Provide production support to Recitals, Artist Studios, and Artist‑in‑Residence showings/events, occasionally in a stage management capacity as needed.
• Book and manage all travel, transfers and accommodations for head house programming.
• Create and send detailed Artist Welcome Pack.
• Oversee logistical needs of the Armory’s Artist in Residence program, including scheduling bi‑annual move‑outs during major art shows, and coordinating storage for Artists’ items during that time.
• Create and distribute building IDs, signage, and security lists for all programming events.
• Support on special projects as required.

A bachelor’s degree and a comprehensive…