Growth & Engagement Operations Coordinator

The Apollo Theater, honored with the Kennedy Center Awards in December 2024, is a vibrant non-profit organization rooted in Harlem. Since 1934, it has celebrated, created, and presented work centering Black artists and voices from across the African Diaspora, serving as a cultural treasure and catalyst for social and civic advocacy. Today, The Apollo is the largest performing arts institution committed to Black culture and creativity.

About the role

We are seeking a highly organized, proactive, and detail-oriented Operations Coordinator to serve as the administrative backbone for our Growth & Engagement department. This role is ideal for a passionate, motivated professional interested in advancing their career in marketing, communications, events, and operations. The successful candidate will ensure our creative and strategic visions are supported by flawless execution, rigorous budget tracking, and seamless logistics.

Responsibilities

• Financial & Contract Administration
  • Budget Maintenance: Track departmental spends and update budget sheets in real-time to ensure 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, ensuring all internal stakeholders have access to executed documents.
• Event & Growth Logistics
  • 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 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.
• Administrative & Strategic Support
  • 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.
  • Data Management: Assist the Growth team in maintaining clean data within CRM and work plan tools, ensuring all partner interactions and leads are documented.

Qualifications

• 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.

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

Pay

$60,000–$68,000/yr

Location: New York, NY (Hybrid)