Job Description

Job Description

Job Description

Description

Overview
The New York Public Library for the Performing Arts (LPA) seeks a highly organized and proactive Administrative Coordinator to provide direct support to the Executive Director. This role is critical in ensuring the smooth operation of the Executive Office and facilitating the advancement of LPA’s strategic goals. The ideal candidate will be detail-oriented, thrive in a fast-paced cultural institution, and have excellent communication and problem-solving skills. This position works closely with internal and external stakeholders, including senior NYPL leadership, donors, performing arts organizations, and community partners. The Administrative Coordinator also provides supervision and mentorship to the Executive Office’s Page.

We are looking for someone we can count on to:

Own :

• Calendar management, scheduling, and meeting logistics for the Executive Director
• Administrative and logistical support for strategic initiatives, programs, and high-level partnerships
• Tracking deadlines, deliverables, and communication across Executive-level projects
• Receipt management, purchasing, and expense tracking for the Executive Office
• Supporting the Executive Office with donor communications, acknowledgments, and related correspondence

Teach :

• Institutional processes and procedures to support effective collaboration across departments
• Best practices for administrative and event coordination
• NYPL best practices and serve as a mentor to the Executive Office’s Page, 

Learn:

• The mission, goals, and operations of LPA and its role within NYPL
• The evolving needs of LPA’s community and cultural partners

Improve :

• Administrative systems to enhance office efficiency and information flow
• Communication and coordination processes across departments and projects
• Executive office layout and atmosphere to ensure a more welcoming and functional space for guests, partners, and LPA staff

Some expectations for this role are that within:

1 month , this person will:

• Establish effective communication and scheduling systems with the Executive Director and direct reports
• Gain familiarity with LPA’s organizational structure, programs, and administrative procedures

3 months , this person will:

• Manage day-to-day operations of the Executive Office, including preparation for leadership and important meetings
• Support cross-departmental coordination of LPA initiatives, including community partnerships and internal improvement projects
• Hire and begin managing the Executive Office’s Page, providing clear guidance, workflow coordination, and professional development support

6 months and beyond , this person will:

• Serve as a reliable point of contact between the Executive Office and key internal and external stakeholders
• Proactively identify opportunities to improve administrative workflows and contribute to a culture of welcoming, public-centered service
• Ensure the Executive Office’s Page is meaningfully integrated into the team’s work and learning environment

Responsibilities

• Provide comprehensive administrative support to the Executive Director, including scheduling, calendar maintenance, and correspondence
• Coordinate internal and external meetings, prepare agendas, materials, and presentations
• Track progress on strategic initiatives and manage timelines and deliverables
• Support donor and stakeholder engagement efforts through communications, briefings, acknowledgments, and event support
• Liaise with other NYPL departments (Finance, Procurement, HR, Facilities, IT, etc.) to facilitate administrative needs
• Prepare and submit expense reports, purchase requisitions, and check requests; manage receipts and ensure accurate tracking for Executive Office purchases
• Support the planning and execution of special projects from the Executive Office as needed
• Assist with setup and breakdown of select internal and community events in coordination with LPA teams
• Maintain confidentiality and exercise discretion when handling sensitive information
• Supervise and mentor the Executive Office’s Page, delegating tasks, overseeing workflow, and providing regular feedback
• Perform related duties as required

Required Education & Certifications

• Bachelor’s degree or 4+ years of additional related experience

Required Experience

• 3+ years of administrative experience supporting executive-level leadership
• Experience working in a performing arts or cultural institution, nonprofit, or similar environment

Required Skills

• Excellent written and verbal communication skills
• Exceptional organizational skills and attention to detail
• Ability to manage multiple priorities and work independently in a fast-paced environment
• Strong interpersonal skills, with the ability to interact effectively with a wide range of individuals
• Proficiency in Microsoft Office Suite, Google Workspace (Gmail, Google Calendar, Google Docs, etc), and scheduling tools
• Familiarity with Canva and PowerPoint
• Tact, discretion, and sound judgment in handling confidential matters

Managerial/Supervisory Responsibilities

• Provides direct supervision and mentorship to the Executive Office’s Page

Core Values
All team members are expected and encouraged to embody the NYPL Core Values:

• Be Helpful to patrons and colleagues
• Be Resourceful in solving problems 
• Be Curious in all aspects of your work
• Be Welcoming and Inclusive

Work Environment

• Office setting within a dynamic research and cultural library environment
• Telecommuting

Physical Duties

• May require travel within NYC
• Occasional lifting of materials up to 25 lbs for setup for meetings/events

Pre-Placement Physical Required?

• No

Union/Non Union

• Non-Union

FLSA Status

• Non-Exempt

Schedule

• 35 hours per week
• Monday to Friday from 9:30 AM to 5:30 PM
• Hybrid schedule (on-site Tuesdays, Wednesdays and Thursdays)
• Occasional evening or weekend hours for special events or meetings required

This job description represents the types and levels of responsibilities that will be required of the position and shall not be construed as a declaration of all of the specific duties and responsibilities for the role. Job duties may change if Library priorities change. Employees may be directed to perform job-related tasks other than those specifically presented in this description as needed.

At the Library, we believe that pay transparency and pay equity are important to ensuring we source the best candidates and keep the best employees. When making a determination as to the appropriate salary for a candidate, we consider a variety of factors such, including, but not limited to, the position requirements, the skills, prior experience, and educational background required or preferred for the job, the scope and impact of the role within the organization, internal peer equity, and the candidate's specific training, experience, education level, and skills. No single factor is conclusive; the Library reserves the right to consider any and all relevant factors and make a decision consistent with its policies.

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