Coordinator, President's Office

Reports To:  Chief of Staff & Vice President for Planning & Research
Department:  President’s Office 
Status:  Full-Time/Non-Exempt
Schedule:   9:00 a.m. to 5:30 p.m.

This is an in-person position.

About Central Park and the Central Park Conservancy:
Central Park is one of the most famous and beloved urban public spaces in the world. Designed by Frederick Law Olmsted and Calvert Vaux in 1857, the 843-acre park was the first purpose-built public park in the country and is a National Historic 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 that time, the Conservancy has overseen the investment of approximately $2 billion in the restoration of the Park, and now hosts over 40 million visitors a year. 

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. Committed to sharing the best practices in urban park management, the Conservancy also serves as a resource for other NYC parks and for public-private partnerships around the world. The Conservancy employs roughly 400 people and has an operating budget of $120 million. 

Position Summary
The Coordinator, President’s Office will provide administrative support to the President & CEO, and to the Chief of Staff & Vice President for Planning & Research. The position will report to the Chief of Staff & Vice President for Planning & Research.

The ideal candidate will possess strong written and verbal communication skills; have strong administrative and organizational experience; and have shown excellent judgment and discretion in a variety of situations.  

Summary of Essential Job Functions

The Coordinator will assist with daily administration, major initiatives, and special projects, and manage a broad variety of tasks, including: 

Administration (80%)
•    Manage the daily workflow of the President and CEO and serve as gatekeeper for the President and the President’s Office.
•    Exercise judgment and discretion in managing the President & CEO’s calendar and task prioritization, including scheduling and coordinating with internal and external offices to meet deadlines.
•    Ensure the President & CEO is on time for all meetings and appointments, correspondence is tracked, managed, and addressed, and calls are fielded, routed, or returned as necessary.
•    Ensure 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 preparation of correspondence, documents, speaking remarks, and presentations.
•    Track and process contracts and invoices for the President’s Office, ensuring that they go through required internal approval procedures, and complete monthly credit card reconciliation. 
•    Enter and maintain President & CEO’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 & CEO. 
•    Work overtime hours as needed and perform other duties as assigned.

Project Management (15%)
•    Support Chief of Staff & Vice President for Planning & Research and Director of Special Projects in coordination of major projects and initiatives as needed, including developing and maintaining timelines and schedules, budgets, and more.
•    Perform general research to support development of memoranda, presentations, and correspondence for Chief of Staff & Vice President for Planning & Research.

Inter-Departmental (5%)
•    Support development of agendas, presentations, and planning for ongoing internal leadership team meetings, and full staff meetings, events, and programs.
•    Support development and coordination of materials for the Board of Trustees as needed.
•    Build cross-departmental relationships and ensure President’s Office is up-to-speed on major issues, concerns, or projects that should be prioritized or highlighted.
•    Coordinate with Philanthropy department to maintain updated records of the President & CEO’s donor correspondence and engagement.

Minimum Requirements
•    7+ years of experience providing administrative support for senior management in a busy, fast-paced environment.
•    Bachelor’s degree or equivalent combination of education and experience preferred.
•    Highly proficient in Microsoft Outlook, Word, Excel, and PowerPoint.
•    Experience working for and with senior level executives, trustees, and donors.
•    Strong 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.
•    Prior experience working for city agencies, the public sector and local government helpful.
•    Driver’s License preferred

Please submit a cover letter and resume with your application.

Salary range: $65K to $90K (based on level of experience)

Diversity, Equity & Inclusion
The Central Park Conservancy’s work is guided by the belief that Central Park, and all public parks, must be managed and actively protected as an inclusive and democratic space for all.

Working closely with our New York City partners, we will always strive towards creating and sustaining a sense of belonging for all visitors and advocating for equitable and accessible public use of the Park.

In service of this belief, we are committed to fostering a workforce and organizational culture that is as diverse as Central Park itself and the dynamic city it serves.

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.