Administrative Coordinator (Deputy Programs Officer Support)

The Administrative Coordinator provides high-level administrative, operational, and project coordination support to the Deputy Program Officer. The Coordinator manages the day-to-day administrative functions of the Deputy Program Officer while coordinating key meetings, projects, events, and special initiatives across the Deputy’s portfolio.

This position serves as an important coordination point between the Deputy Program Officer, Managing Directors, department leaders, cross-functional partners, and other stakeholders. The Administrative Coordinator is responsible for maintaining strong systems for scheduling, communication, project tracking, meeting management, and follow-through to help ensure priorities move efficiently from planning to execution.

The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple priorities and stakeholders simultaneously. This role requires sound judgment, discretion, strong communication skills, and the ability to anticipate needs, establish structure, and independently move assigned work forward.

What you’ll do

Administrative & Operational Coordination

● Manage the Deputy Program Officer’s calendar, scheduling, priorities, and meeting logistics.

● Maintain awareness of key priorities, deadlines, and commitments to support effective time management.

● Coordinate travel, purchasing, expenses, registrations, supplies, and related administrative processes.

● Prepare and organize correspondence, presentations, reports, briefing materials, and other documents.

● Maintain organized files, records, calendars, trackers, and administrative systems.

● Coordinate incoming and outgoing requests for information, documents, meetings, and materials.

● Handle confidential and sensitive information with discretion.

● Identify and implement improvements to administrative workflows and systems.

Leadership Meetings & Convenings

● Coordinate recurring leadership meetings and convenings led by the Deputy.

● Manage scheduling, space, technology, catering, materials, and participant communications.

● Develop agendas and coordinate preparation and distribution of meeting materials and pre-reads.

● Document key decisions, action items, owners, and deadlines.

● Track follow-up items and support timely completion across stakeholders.

● Anticipate upcoming meeting needs and ensure the Deputy and participants are prepared.

Project & Portfolio Coordination

● Coordinate assigned strategic and operational projects and initiatives.

● Maintain project plans, trackers, workback schedules, milestones, and deliverables.

● Coordinate project meetings, workgroups, stakeholder sessions, and check-ins.

● Monitor deadlines, dependencies, outstanding decisions, and potential barriers.

● Follow up with project owners and escalate risks or delays as appropriate.

● Gather and synthesize information to support planning and decision-making.

Events & Special Initiatives

● Coordinate leadership retreats, professional development, staff convenings, planning sessions, and special events.

● Develop event timelines and manage planning through execution.

● Coordinate venues, vendors, catering, technology, materials, invitations, RSVPs, and day-of logistics.

● Partner with internal and external stakeholders to support successful execution.

● Track event-related budgets, purchasing, contracts, deadlines, and follow-up.

● Support special initiatives and organizational priorities assigned to the Deputy’s office.

Portfolio Operations & Follow-Through

● Maintain visibility into key Program milestones, meetings, deadlines, priorities, and deliverables.

● Develop and maintain trackers, dashboards, and status reports for key initiatives.

● Coordinate information and materials across departments within the Deputy’s portfolio.

● Facilitate communication among the Deputy, Managing Directors, department leaders, and cross-functional partners.

● Monitor commitments and follow up with stakeholders to support accountability and completion.

● Strengthen systems and practices that improve coordination, communication, and efficiency across the portfolio.

● Perform additional duties and special assignments as needed.

Measures of Success

Success in this role will be demonstrated by:

● Effective management of the Deputy’s calendar, priorities, and administrative responsibilities.

● Well-organized and consistently prepared leadership meetings, events, and convenings.

● Timely and accurate completion of travel, purchasing, expense, and administrative processes.

● Reliable tracking and follow-through on projects, deadlines, decisions, and action items.

● Successful coordination of assigned projects, events, and special initiatives.

● Strong communication and accountability across stakeholders and workstreams.

● Improved visibility into portfolio priorities, milestones, and deliverables.

● Efficient administrative systems and workflows that strengthen organization and coordination.

● Increasing ability to anticipate needs and independently manage assigned responsibilities.

Schedule:

● Monday – Friday (In-Person)

● Must be available to work flexible hours (after hours, weekends, summer and holidays as needed)

Requirements

● Bachelor’s degree preferred, or equivalent combination of education and relevant experience.

● 3–5 years of experience in administrative coordination, project coordination, program operations, executive-level support, or a related field.

● Experience supporting senior leaders and coordinating across multiple teams or stakeholders preferred.

● Demonstrated ability to manage complex calendars, meetings, projects, events, and competing deadlines.

● Strong organizational, project coordination, written, and verbal communication skills.

● Excellent attention to detail, judgment, discretion, and follow-through.

● Demonstrated initiative and ability to anticipate needs and independently advance assigned work.

● Ability to prioritize and adapt in a fast-paced, changing environment.

● Strong interpersonal skills and ability to influence and coordinate stakeholders without direct authority.

● Proficiency with Microsoft Office and Google Workspace.

● Experience with project management, purchasing, CRM, data management, or related organizational systems preferred.

Benefits

As a member of the Harlem Children's Zone team, you will join a supportive and inclusive community dedicated to helping children, families — and our staff — thrive. We offer highly competitive salaries, a comprehensive benefits package, and opportunities for growth.

Our exceptional full-time benefits include:

- Highly competitive base salaries
- Paid time off
- Employee referral bonus
- Career Advancement
- No-cost health insurance
- Life Insurance
- Short-and long-term disability
- Additional voluntary benefits
- Wellness discounts
- Commuter benefits
- Financial wellness perks
- Additional Benefits (Discounts on flights, hotels, theme parks, concert tickets, and more.)

The salary range for this position is $60,000-$70,000 per year. To be considered, interested applicants should submit their applications directly through the posting. No telephone inquiries or recruiters, please. Replies will only be sent to qualified applicants. Harlem Children’s Zone is an EOE.