Sep 20, 2019

Special Projects Coordinator

  • City Year
  • Miami, FL, USA
Full-time Administrative Operations and Facilities Customer Success

Job Description

City Year Miami is seeking a dynamic, creative, flexible, and detail-oriented Special Projects Coordinator who possesses the ability to work collaboratively with internal/external teams and autonomously on self-directed projects. The Special Projects Coordinator will support the initiatives and responsibilities of the Executive Director and Managing Director of People and Operations, including executive projects, development initiatives, and administrative functions. The Special Projects Coordinator is responsible for supporting the Executive Director (ED) in their role of leading City Year Miami site staff and AmeriCorps members, and they will provide the ED with exceptional project management and administrative support. The Special Projects Coordinator must collaborate with staff members across all departments at the site and headquarters, including within the Senior Leadership Team. This role is responsible for managing the daily operations of the Executive Director, as well as supports material production for necessary internal and external meetings.

The Special Projects Coordinator must possess a strong work ethic with exceptional written and oral communication skills. The selected candidate must also be skilled at managing multiple priorities and deadlines in a fast-paced, dynamic environment and exercise discretion when handling confidential communication. This position reports to the Managing Director of People and Operations.

Job Description

Executive Director Support

  • Provide excellent administrative support to the ED, including maintaining calendars, scheduling meetings and conference calls, arranging travel, inputting data into City Year systems, creating agendas, taking notes, and reviewing mail.
  • Serve as a point of contact for individuals and organizations seeking information from the ED, prioritizing requests, coordinating with internal staff, and ensuring outgoing communication is consistently timely and accurate.
  • Anticipate logistical and informational needs of the ED to ensure they are well prepared for meetings, presentations, and events.
  • Plan and prepare all logistics for internal and external meetings hosted by the ED.
  • Support the ED’s participation on external community boards to position City Year as a leader and premier service partner in the Miami and greater Florida communities.
  • Submit, track, and follow-up on high-priority needs of the ED through frequent and at times, in-depth interactions with all departments.
  • Help prepare correspondence on an array of topics for a breadth of constituencies, including writing emails, memos, creating presentations, etc.
  • Practice discretion when dealing with confidential matters.

Organizational Initiatives and Site Support

  • Provide excellent logistical and administrative support for the site, including planning events, arranging travel (including multi-day trips), planning and preparing for internal and external meetings, conferences, and retreats, reserving meeting rooms, arranging for appropriate Information Technology Services (ITS) support, arranging for food and refreshments, welcoming and escorting visitors, and assisting with office logistics and support.
  • Collaborate with department Operations points and execute site-wide solutions and processes, ensuring clear and consistent communication across the site.
  • Assist with special projects by conducting research, collecting and analyzing data, drafting reports, and preparing presentations for internal and external stakeholders.
  • Provide Development Department support: Site initiatives/events such as MLK, Gala, Opening Day, and Graduation, Breaking Bread, staff meetings, board meetings and retreats.
  • Process accounts payable, coordinate vendor services and relationships, and process and maintain local contracts.
  • Troubleshoot technology and access issues as they arise (computers, accounts, printer, fax machine, desk phones, building fobs, keys, projectors and A/V needs).
  • Liaise with building management and coordinate internally to maintain a clean and organized office space, manage conference room calendars, and coordinate guest reservations.
  • Serve as a resource to staff and AmeriCorps members (ACMs) regarding operations questions and needs which include transportation, registration, special initiatives, supporting impact with event logistics, Team Leader meetings.
  • Manage supply ordering to ensure staff and ACMs have the materials needed to be successful


  • Associate Degree plus 1-2 years of relevant experience.
  • Exceptional oral and written communication skills.
  • Proficiency using Microsoft Office programs.
  • Strong interpersonal, time management, decision-making, and problem-solving skills.
  • Results-oriented individual with excellent organizational skills, attention to detail, ability to think critically, and proven ability to handle multiple tasks and competing priorities.
  • Proven ability to work as both a team member and independent leader.
  • Ability to work with individuals of diverse backgrounds.
  • Commitment to helping a highly successful organization implement systems and structures to support growth.
  • Ability to be flexible in a fast pace and dynamic work environment.
  • Deep understanding of City Year’s mission, core values, and national service movement.

Compensation and Benefits

Full time employees are entitled to compensation commensurate with experience. Benefits for full time employees include health insurance with Flexible Spending Account, paid vacation, holidays, parental leave, 401K, and more.

City Year is an Equal Opportunity Employer, committed to a diverse workforce. Individuals from all backgrounds are encouraged to apply, including persons with disabilities and veterans.

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