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TITLE: Coordinator for Public Information and Business Partnerships
DEPARTMENT: Public Information/Development
LOCATION: New York
Coordinate and administer daily, weekly, and long-term calendar/workflow for the VP of the Public Information department. Act as liaison to facilitate communication within the department and with other departments and external constituents. Provide general administrative support to the VP of Public Information.
DUTIES AND RESPONSIBILITIES:
Monitor incoming and outgoing tasks for time sensitivity and to adjust priorities for the VP of Public
Information and the entire department.
Administer VP’s calendar; arrange and monitor scheduling of meetings. Provide research/necessary
information for meetings. Coordinate logistics for off-site meetings and ensure smooth operation.
Perform all administrative functions for the VP of Public Information, including the handling of reports,
travel, timesheets, vacation requests, expense reports, consultant contracts and payments, and other
requests. When necessary, perform similar tasks for the Director of Media Relations and Department
Perform general administrative tasks, such as coordinate department meetings, prepare and compile
reports, maintain files, answer and direct telephone calls, photocopy documents, handle mail, and
Coordinate projects, tasks, and deadlines for the Public Information department.
Code department invoices to appropriate budget lines. Prepare check requests for entire department.
Respond to general requests for information.
Maintain subscriptions and circulate periodicals among staff and highlight pertinent information.
Provide support to the Media Relations team, including organization of media clips and logbook for quarterly board meeting reports.
Provide support to the Media Specialist following each event by creating a DVD of the full event that can
be added to the CEO’s library.
Work closely with the Events team and the Business Partnerships Manager to maintain and update
Assist Business Partnerships Manager with the preparation for meetings with business partners.
Create and update sponsorship decks, for events as well as proposals.
Send comprehensive list to the Business Partnerships Manager of new business partners to work with for
each upcoming event in its particular market; once list is approved, reach out to companies on list
pitching event sponsorship.
Assist Business Partnerships Manager with sponsor-related documents in preparation for upcoming
Process Business Partnerships contracts through legal department, and send to accounting once fully
Perform other projects as directed by the VP of Public Information and the Business Partnerships
Requirements: BA and one year executive level administrative experience or equivalent training and
experience. Excellent communication and interpersonal skills. Demonstrated organizational ability.
Proficiency with MS Office applications and Internet research. Knowledge of HIV/AIDS issues preferred
but not required. Flexibility to work occasional extended hours.
Interested applicants should forward their resume, cover letter and salary requirements to: firstname.lastname@example.org
We are an Equal Opportunity Employer.
No agencies please.