The Operations & Events Coordinator plays a key support role within our small and dynamic nonprofit team. This position provides administrative support to senior leadership, coordinates internal and external events, and serves as a liaison for both education initiatives and conference planning. The ideal candidate is highly organized, detail-oriented, responsive, and able to balance multiple responsibilities across departments.

Key Responsibilities

Operations Support

• Provide administrative support to the Executive Director and Director of Event Operations, including monthly Concur expense reports
• Order office supplies and manage petty cash
• Open, scan, and route incoming mail to the CFO
• Assist with incoming phone calls and general member inquiries
• Support miscellaneous staff tasks as needed
• Create and maintain check registries for deposits; make bank deposits as required
• Email acknowledgments for staff birthdays and coordinate internal staff events
• Reserve and set up conference rooms in WeWork space for internal or rental use
• Register guests in WeWork’s security portal
• Order Board-related and President’s Awards, including the gavel for each incoming President and pins for certain officers
• Track mailed ballots sent to the office (voting occurs annually for new Board members and bylaws changes)

Event Coordination

• Serve as liaison to the Executive and Planning Committees for conferences
• Coordinate with the Education Subcommittee on class workbook production
• Manage speaker communications and logistics:
• Draft acceptance/rejection/backup letters and follow-up emails
• Advance submissions in OpenWater and maintain the speaker/session matrix
• Schedule rehearsals and coordinate with AV team
• Create speaker headshot catalogs and prepare speaker introductions
• Draft meeting agendas and take minutes
• Collaborate with internal marketing, IT, and logistics teams
• Serve as point of contact with external event planner and vendors
• Track invoices and maintain event-related documentation
• Support onsite logistics, including registration desk and special event setup
• Attend site visits as needed

Education Support

• Manage the Education inbox and respond to CEU-related inquiries
• Register members for monthly webinars and track CEU requests
• Coordinate CEU documentation, including certificate creation and distribution
• Work with program coordinators and the Director of Education for CEU approval
• Submit events and rosters to the AIA portal and report attendance
• Set up Zoom Room invites for Section events
• Support the promotion and distribution of educational materials and lighting publications that are integral to in-person and virtual events

Skills & Competencies

• Exceptional organizational and time-management skills
• Strong attention to detail and accuracy
• Ability to manage multiple projects and deadlines effectively
• Excellent written and verbal communication skills
• Tech-savvy, with proficiency in Microsoft Office (Word, Outlook, PowerPoint, Excel), Zoom, and basic data entry/reporting tools
• Familiarity with conference management platforms like OpenWater and EventsAir is a plus
• Positive, proactive, and flexible team player

Education and Experience

• 2–3 years of administrative and/or event coordination experience, preferably in a nonprofit or membership-based organization

Physical Requirements

• Prolonged periods of sitting and working at a computer

Location

• NYC – Hybrid (one day per week in the NYC WeWork office); candidates must be based in the NYC metro area for occasional in-person tasks, such as bank deposits and event support

Travel Requirements

• Occasional travel required for conferences, site visits, and special events