External Relations Administrative Coordinator
2 weeks ago
ABOUT US:
City Harvest stands as New York's pioneering and largest food rescue organization, dedicated to alleviating hunger for millions of New Yorkers. Over our four decades of service, we have successfully rescued over one billion pounds of fresh, nutritious food, distributing it at no cost to numerous food pantries, soup kitchens, community partners, and our own Mobile Markets throughout the five boroughs. This year, we aim to rescue and distribute more than 75 million pounds of essential food to those in need. City Harvest collaborates closely with community partners to enhance local capacity, expand nutrition education, and fortify local food systems. Since our inception in 1982, we have been committed to feeding our city, one meal at a time. For more information, please visit our website.
POSITION SUMMARY:
The External Relations Administrative Coordinator will play a vital role in supporting the External Relations department by managing the calendar and expense reporting for the Chief External Relations Officer, organizing departmental meetings, and facilitating communication with other internal teams. This position reports directly to the Chief External Relations Officer and is an excellent opportunity for a motivated individual interested in the nonprofit sector and the fight against hunger in New York City.
KEY RESPONSIBILITIES:
- Provide comprehensive administrative assistance to the Chief External Relations Officer, including calendar management and scheduling.
- Assist the department and the Chief External Relations Officer with financial tasks, such as preparing expense reports, coordinating budgets for the External Relations Management team, and managing invoice submissions and approvals.
- Organize, prepare agendas for, and support the logistics of monthly External Relations Team Meetings, monthly Development Team Meetings, and bi-weekly Directors Meetings.
- Facilitate the onboarding process by coordinating training sessions and maintaining current onboarding materials.
- Gather, review, and disseminate cross-departmental updates for weekly organization-wide communications.
- Coordinate with HR, IT, and Finance departments, escalating issues as necessary.
- Assist the Chief External Relations Officer at events; follow up on donor communications and maintain records in Raiser's Edge.
- Help organize various office functions, including External Relations staff events and all-staff gatherings.
- Draft handwritten thank-you notes for donors and conduct follow-up calls.
- Support Raisers' Edge data entry and the creation of lists for mass communications.
- Manage mailings, including newsletters, seasonal updates, and ongoing solicitations.
- Track and handle all returned mail efficiently.
- Provide ad hoc support for corporate volunteering initiatives.
- Assist with donor communications, prospect research, and collaboration with external partners.
- Conduct follow-up outreach for City Harvest's special events.
- Support the implementation of ticket sales strategies for special events.
- Manage RSVPs for cultivation and stewardship events.
QUALIFICATIONS:
- Relevant experience in effectively supporting a department or organization.
- Ability to think creatively, solve problems, and manage multiple projects with competing deadlines.
- Strong time management and communication skills, both written and verbal.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Excellent interpersonal skills and a collaborative approach to working with stakeholders across the organization.
- Familiarity with Raiser's Edge is advantageous.
- Knowledge of Development and Marketing within the nonprofit sector is a plus.
WHY JOIN CITY HARVEST?
Choosing a career with City Harvest comes with numerous benefits. In addition to contributing to the fight against food insecurity in New York, we offer:
- Competitive salaries in line with market standards.
- Generous paid time off.
- Comprehensive benefits package (medical, dental, vision) with employer contributions.
- Pet insurance options.
- 403(b) retirement savings plan with employer matching.
- Access to free mental health services.
- Commuter benefits.
- Employer-provided life insurance.
- Opportunities for professional development.
- Discounted staff perks (e.g., movie tickets, gym memberships, cellular plans).
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