Responsibilities

• Budget Maintenance: Act as the primary tracker for departmental spends and update budget sheets in real-time to ensure the teams remain within fiscal targets.
• Invoice Processing: Manage the end-to-end accounts payable workflow, collect vendor W-9s, code invoices, and ensure timely payment through the Finance department.
• Contract Execution: Coordinate the signing and filing of vendor agreements, and institutional contracts while ensuring all internal stakeholders have access to executed documents.
• Travel & Hospitality: Lead research and booking for staff and talent travel, including flights, ground transportation, and hotel blocks, and create detailed itineraries for guests.
• Onsite Execution: Support in-person cultivation and fundraising events, and assist in the operational logistics for major initiatives, such as the upcoming grand reopening phases of the Apollo's Historic Theater and Sound Stage spaces.
• Logistics Coordination: Manage RSVP lists, credentialing, and shipping/receiving of event materials such as signage and gift bags.
• Vendor Liaison: Maintain a database of preferred vendors and assist in sourcing new partners for catering, rentals, and production needs.
• Meeting Management: Schedule high-stakes meetings with donors, partners, and internal leadership, prepare agendas, and take concise, actionable minutes.
• Communications: Draft and manage individual giving correspondence, including letters, invitations, eblasts, reports, and acknowledgments.
• Deliverables: Prepare early drafts of presentations and deliverables based on existing templates and best practices.

Requirements

• Minimum of 2 years of direct experience in administration, event coordination, or project management.
• Proficiency in Microsoft Office/Google Suite, experience with project management tools (e.g. Asana, Monday), and familiarity with CRM software (e.g. HubSpot).
• Experience in event operations is a plus.
• Comfortable with basic bookkeeping, working with operational budgets, and expense tracking.
• Ability to communicate clearly, concisely, and professionally—both verbally and in writing—while maintaining strong interpersonal skills.
• A growth mindset and a habit of curiosity, paired with a "no task too small" attitude and the ability to remain calm in a fast-paced, high-pressure environment.

Preferred

• Experience in event operations is a plus

Benefits

• Medical, Dental, and Vision insurance with generous employer contribution
• Life insurance
• Multiple additional optional insurances
• 401k
• HSA and FSA
• Show discounts
• Gift Shop discounts
• Employee assistance program
• Local restaurant discounts
• Comp tickets to events at other cultural institutions