Executive Coordinator and Secretary to the Board

Job Title:                   Executive Coordinator and Secretary to the Board
Reports To:               President and CEO
FLSA Status:            Exempt
Work location:          Philanthropy New York operates in a hybrid remote work model. The candidate must be able and willing to work two to three days a week in our Manhattan office. COVID vaccination and booster required.

Summary:
Philanthropy New York is a trusted community of nearly 300 grantmaking organizations that develops forward-thinking guidance and programming to address the unique challenges of philanthropy and convenes funders to strengthen ties across the sector. We bring together funders from within and across sectors to form networks, develop and share knowledge and nurture crucial skills to make the work of each grantmaker - and the sector as a whole - more meaningful and more effective. For more information, visit www.philanthropynewyork.org

Philanthropy New York seeks candidates aligned with our Vision, Mission and Values.

The Office of the President and CEO is responsible for all of Philanthropy New York’s external facing member relationships, engagement with Philanthropy New York’s sector and governmental partners, and the organization’s board governance.

The Executive Coordinator is responsible for the following day-to-day activities, among others:

• Provide support to the President in all administrative and project management needs, including:
  • Manage key functions including scheduling meetings and managing the calendar, coordinating travel arrangements, expense reporting, and filing
  • Compile all necessary information and documents to support successful appointments and upcoming deadlines
  • Draft and distribute correspondence
  • Liaise with other departments and committees to coordinate special projects

• Serve as Secretary to the Board of Directors. Schedule and manage board and committee activities, including:
  • Prepare board and committee agendas, meeting materials, regular quarterly board reports and meeting minutes
  • Attend, schedule, and provide logistical support for all board meetings
  • Organize an annual gathering for alumni of the PNY Board
• Steward the Board nominations process including preparing reports on board composition, scheduling interviews and collaborating with Senior Leadership to produce the annual board orientation.

• Collaborate with Member Services to chart progress on member engagement and identify outreach for the CEO
  • Schedule meetings with member foundations and ensure the President and CEO is routinely in touch with members
  • Record meetings, conversations and visits in PNY’s database and generate engagement reports
• Manage Philanthropy New York’s bi-annual Trustee Salon
  • Serve as the event manager including overseeing the invitations, RSVPs, coordination of the event location and support for speakers/presenters
• Coordinate Philanthropy New York’s CEO Roundtables
  • Schedule quarterly meetings, secure locations and manage event logistics, support the development of agendas and send reminders to CEO’s. 
• Organize key aspects of the organization’s Annual Meeting of the Membership:
  • Prepare invitation and supporting materials such as proxy votes and draft remarks for board members and President and CEO
  • Support membership driven networks and collaboratives, especially the Philanthropic Administrative Coordinators Network (PACNET)
  • Other duties as assigned, including assisting co-workers in programming, facilitation, and administrative tasks as needed

• Strong project management, time management and organizational skills required. The ability to manage multiple priorities, take initiative, and pay attention to accuracy and detail is critical.
• Exceptional verbal and written communication skills.
• Understanding of structural racism and willingness to name and negotiate the ways that white supremacy culture shows up in institutional settings.
• Commitment to personal growth and development on issues of racial equity.
• The ability to work with diverse constituencies, maintain diplomacy, and negotiate successfully is critical.
• Strong problem solving and analytical skills.
• A desire to work collaboratively across teams, manage diverse constituencies and develop relationships necessary.
• Proficient in Microsoft systems, e.g., Word, Access, Excel, PowerPoint. Knowledge of Salesforce or prior work with a database is a plus.
• Demonstrated high ethical standards and discretion. The role routinely accesses highly sensitive and confidential information.

• At least 4+ years of related professional experience
• Experience managing a Board of Directors, committees or other groups on behalf of an organization 
• Experience coordinating a busy meeting schedule
• Events management experience a plus
• Customer service experience a plus
• A four-year bachelor’s degree or equivalent writing, analytical and time management skills and professional experience