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 DoAdministrative & Operational CoordinationManage the Deputy Program Officer's calendar, scheduling, priorities, and meeting logisticsMaintain awareness of key priorities, deadlines, and commitments to support effective time managementCoordinate travel, purchasing, expenses, registrations, supplies, and related administrative processesPrepare and organize correspondence, presentations, reports, briefing materials, and other documentsMaintain organized files, records, calendars, trackers, and administrative systemsCoordinate incoming and outgoing requests for information, documents, meetings, and materialsHandle confidential and sensitive information with discretionIdentify and implement improvements to administrative workflows and systemsLeadership Meetings & ConveningsCoordinate recurring leadership meetings and convenings led by the DeputyManage scheduling, space, technology, catering, materials, and participant communicationsDevelop agendas and coordinate preparation and distribution of meeting materials and pre-readsDocument key decisions, action items, owners, and deadlinesTrack follow-up items and support timely completion across stakeholdersAnticipate upcoming meeting needs and ensure the Deputy and participants are preparedProject & Portfolio CoordinationCoordinate assigned strategic and operational projects and initiativesMaintain project plans, trackers, workback schedules, milestones, and deliverablesCoordinate project meetings, workgroups, stakeholder sessions, and check-insMonitor deadlines, dependencies, outstanding decisions, and potential barriersFollow up with project owners and escalate risks or delays as appropriateGather and synthesize information to support planning and decision-makingEvents & Special InitiativesCoordinate leadership retreats, professional development, staff convenings, planning sessions, and special eventsDevelop event timelines and manage planning through executionCoordinate venues, vendors, catering, technology, materials, invitations, RSVPs, and day-of logisticsPartner with internal and external stakeholders to support successful executionTrack event-related budgets, purchasing, contracts, deadlines, and follow-upSupport special initiatives and organizational priorities assigned to the Deputy's officePortfolio Operations & Follow-ThroughMaintain visibility into key Program milestones, meetings, deadlines, priorities, and deliverablesDevelop and maintain trackers, dashboards, and status reports for key initiativesCoordinate information and materials across departments within the Deputy's portfolioFacilitate communication among the Deputy, Managing Directors, department leaders, and cross-functional partnersMonitor commitments and follow up with stakeholders to support accountability and completionStrengthen systems and practices that improve coordination, communication, and efficiency across the portfolioPerform additional duties and special assignments as neededMeasures of SuccessSuccess in this role will be demonstrated by:Effective management of the Deputy's calendar, priorities, and administrative responsibilitiesWell-organized and consistently prepared leadership meetings, events, and conveningsTimely and accurate completion of travel, purchasing, expense, and administrative processesReliable tracking and follow-through on projects, deadlines, decisions, and action itemsSuccessful coordination of assigned projects, events, and special initiativesStrong communication and accountability across stakeholders and workstreamsImproved visibility into portfolio priorities, milestones, and deliverablesEfficient administrative systems and workflows that strengthen organization and coordinationIncreasing ability to anticipate needs and independently manage assigned responsibilitiesSchedule: Monday - Friday (In-Person)Must be available to work flexible hours (after hours, weekends, summer and holidays as needed)RequirementsBachelor's degree preferred, or equivalent combination of education and relevant experience3-5 years of experience in administrative coordination, project coordination, program operations, executive-level support, or a related fieldExperience supporting senior leaders and coordinating across multiple teams or stakeholders preferredDemonstrated ability to manage complex calendars, meetings, projects, events, and competing deadlinesStrong organizational, project coordination, written, and verbal communication skillsExcellent attention to detail, judgment, discretion, and follow-throughDemonstrated initiative and ability to anticipate needs and independently advance assigned workAbility to prioritize and adapt in a fast-paced, changing environmentStrong interpersonal skills and ability to influence and coordinate stakeholders without direct authorityProficiency with Microsoft Office and Google WorkspaceExperience with project management, purchasing, CRM, data management, or related organizational systems preferredBenefitsAs 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 salariesPaid time off Employee referral bonus Career AdvancementNo-cost health insuranceLife InsuranceShort-and long-term disabilityAdditional voluntary benefitsWellness discountsCommuter benefitsFinancial wellness perksAdditional 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.