Events & Administrative Coordinator [Updated September 2026]

Reports to: Director of Finance & Operations

Effective Date: September 2026

Organization: AIANY | Center for Architecture

Classification: Full time, Exempt

The Events & Administrative Coordinator is responsible for managing the Center’s calendar, overseeing the execution of internal events and third-party rentals that occur at the Center, managing the organization’s Board meetings, and some office administration. Reporting to the Director of Finance and Operations, the Events & Administrative Coordinator works closely with the Executive Director, Membership Team, A/V Team, Facilities team, and other personnel as required. Daily responsibilities are both administrative and operational. The Events & Administrative Coordinator is an energetic professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative duties and executive support-related tasks and able to work independently with little or no supervision. Well organized, flexible, and enjoys the challenges of supporting an office of diverse people.

Duties/Responsibilities

*Calendar, Space, and Operations Management (30%):*

• Manage the CFA’s master calendar of space bookings, coordinating across all departments to ensure up to date.
• Serves as main point of contact and maintains institutional knowledge of all events, meetings, exhibitions, and other programs that happen at the Center.
• Supports the organizations to ensure the registration process for each event runs efficiently.
• Schedule, train, and supervise part-time CFA Front Desk staff, and ensure they are completing daily tasks and special projects.
• Some office administration tasks, including but not limited to: distributing mail, maintenance of office equipment, ordering supplies with reference to organizational budget.
• With Director of Finance & Operations, oversee daily operations of office equipment, including photocopier and postage meter, etc.

*Executive Director/Board/Senior Management Support (10%):*

• Manage the Executive Director’s calendar and daily schedule and ensure that the Executive Director and his office are prepared for meetings.
• Book travel, lodging, and meal reservations for Executive Director, senior management, and Board members as needed.
• Manages Executive Director’s American Express monthly reports.
• Some email and phone correspondence on behalf of the Executive Director is required, mainly in the areas of scheduling meetings, meeting follow-up tasks, and logistical inquiries.
• Lead the scheduling, follow-up, and execution of all meeting invites in both office calendar and in Zoom meeting rooms.
• Coordinate scheduling and prep work for AIANY and CFA Board meetings, including the dissemination of materials and information required by Board members to participate in said meetings.
• Creates and maintains up-to-date board lists, maintains working knowledge of Board members.
• Responsible for the creation and distribution of agendas and supplemental materials for all Board meetings & select Committee meetings (approximately 25 per year, virtual/hybrid/ onsite).
• Attends all Board meetings to take minutes.
• Drives the creation of annual Board binders, liaises with appropriate staff members to collect information needed.

*Event Operations and Rental Business Development (60%):*

• Work closely with the A/V Manager, Membership Team, Facilities Manager, and Director of Finance & Operations to ensure that staff and resources are properly planned for events.
• Schedule catering, beverage service, floor plans for internal programs and events taking place in the Center.
• Manage events on-site, assisting with set up, as needed.
• Manage inquiries, sales pipeline, and billing for event space rental clients.
• Ascertain space and run of show information from clients, coordinate physical set up with facilities staff, communicate and book appropriate A/V support, and serve as staff host for rental events.
• Responsible for budgeting and cash flow of space rentals, reporting information to Director of Finance & Operations.

Education and Experience

• Bachelor’s Degree
• 2-3 years’ work experience in an office management or administrative role.
• Excellent computer skills, particularly with Microsoft Office. Experience with Salesforce is a plus.
• A proven track record of supporting senior management and organizational leaders.
• Ability to manage multiple schedules, including predicting the needs of leaders and meeting/event attendees for various appointments.
• Solid interpersonal communication skills, organizational skills, and attention to detail, paired with persistent follow-through.
• Ability to multi-task. This means you are able to receive many incoming tasks and requests, prioritize them, and effectively complete them.
• Ability to have some flexibility in work schedule, with some evening and weekend work required.
• Office coordination, particularly within the events industry and /or a cultural or nonprofit institution

Additional Information

Location: This is a predominantly in person role, with some remote work possible (up to approx. 2 days per week, depending on event and programmatic needs on site)

Salary Range: $65,000 - $75,000

Benefits: We offer a competitive benefits package including low or zero cost health, dental and vision insurance options, 3% 401k match, 15 days PTO per year in your first five years (20 days after five years), 10 paid holidays, Summer Fridays, and the last week of the year off.

Physical Demands: Some lifting (up to 30 lbs.). Prolonged periods of standing and/or walking.

APPLICATION INSTRUCTIONS

To apply, please send a cover letter and resume in PDF format to [email protected]. Please put the job title and your last name on the subject line of your email. No phone calls, please.