PROGRAM COORDINATOR
Overview OF ROLE
Reports to: Executive Director
Type: Full-Time
Location: The position is hybrid. Applicants should reside in New York City metro area as this position requires regular in-person meetings and occasional networking events which take place outside of traditional business hours.
The Program Coordinator serves as a central administrative and operational support role, responsible for ensuring the efficient coordination and execution of the Foundation’s programs, events, communications, and internal processes. This is a highly administrative and logistical position that is critical to maintaining operational consistency, responsiveness, and overall program effectiveness.
Working closely with the Executive Director and Senior Director of Grantmaking & Strategy, the Program Coordinator manages day-to-day logistics, maintains accurate and up-to-date records, supports scheduling and communications, and coordinates both virtual and in-person engagements. This role functions as the operational backbone of the organization, ensuring that meetings are well-prepared, events are seamlessly executed, systems are organized, and stakeholders are consistently cared for and supported.
While the Program Coordinator will report directly to the Executive Director, they will regularly interface with Foundation staff and board members, grantee partners, Leadership Network members, Incubator Fellows, vendors, and external stakeholders. The role requires exceptional organizational skills, strong attention to detail, a proactive approach to problem-solving, and the ability to manage multiple priorities with professionalism and minimal oversight.
Key Responsibilities
Meeting and Communications Support
Coordinate all logistical aspects of meetings, including reserving conference rooms and setting up virtual meeting platforms
Prepare and distribute meeting materials in advance, ensuring completeness and professionalism
Take detailed, accurate meeting notes and distribute them in a timely manner, highlighting key decisions, action items, and follow-ups
Track RSVPs for meetings and events, manage participant lists, and conduct follow-up outreach to confirm attendance
Support internal communications workflows by maintaining trackers, compiling updates, and assisting with drafting and organizing content for newsletters, communications, and program material
Event Planning and Execution
Coordinate end-to-end logistics for events, including securing venues, booking vendors (e.g., catering, photography), and confirming all event details
Develop and manage event logistics timelines and checklists to ensure all elements are executed as planned
Prepare event materials, including name tags, printed collateral, signage, and guest lists
Manage registration processes, including RSVP tracking, attendee confirmations, and on-site check-in procedures
Serve as the primary point of contact for event logistics on-site, including coordination with venue staff and security personnel
Maintain and update a vetted list of vendors, prioritizing women-led businesses where possible
Support sourcing and procurement of event materials, including branded items, supplies, and participant materials
Assist in planning and executing informal community-building activities, such as Leadership Network gatherings
Collect and organize partner event photos, ensuring each is labeled
Support ongoing relationship management efforts by tracking key stakeholder details and preparing timely outreach
Program Administration and Data Management
Maintain and regularly update internal program tracking systems, ensuring data accuracy and completeness
Monitor program activity and proactively flag discrepancies, missed milestones, or engagement concerns
Organize, maintain, and periodically audit shared digital systems (e.g., Google Drive) to ensure files are current, properly formatted, and easily accessible
Maintain and update contact databases (e.g., HubSpot), ensuring accurate records
Collect, clean, and format stakeholder data for internal use, reporting, and communications
Scheduling and Calendar Coordination
Coordinate scheduling across internal and external stakeholders by collecting availability, proposing meeting times, and confirming logistics
Manage calendar invitations, including drafting clear and accurate meeting details, agendas, and relevant attachments
Schedule and coordinate recurring meetings, ensuring consistency and timeliness
Liaise with internal and external partners to ensure alignment on scheduling needs and expectations
Financial and Operational Administration
Track and categorize organizational expenses on a monthly basis, ensuring accurate and timely recordkeeping
Monitor and track expense reimbursements, following up as needed to ensure completion
Support basic financial administration by organizing receipts, invoices, and supporting documentation
Coordinate operational logistics such as printing, materials production, and supply ordering
Research, Podcast and Special Projects
Conduct targeted research to support programmatic initiatives, including identifying potential speakers, partners, venues, and service providers
Support outreach and information-sharing efforts related to the Foundation’s programs, including public event listings and recruitment efforts
Support podcast coordination (booking studios, confirming logistics) and conducting research on potential guests
Community Engagement & Program Outreach Support
Represent the Foundation at in-person community events, meetings, and external engagements, including clearly presenting on and sharing information about the Foundation’s programs and offerings
Support program outreach and recruitment efforts by engaging prospective participants, partners, and community stakeholders
Deliver accurate and compelling overviews of the Foundation’s work, with the ability to speak confidently and clearly about programs in a variety of settings
Assist in coordinating community engagement activities, including scheduling, preparation of materials, and follow-up communications
Qualifications
Required
A minimum of 5 years of relevant experience in a program coordination, administrative, or operations role with similar scope and responsibilities, preferably with a gender equity organization in New York City
Demonstrated experience supporting event planning and execution, including managing logistics, vendors, and on-site coordination
Proven ability to operate effectively in a support-focused role, with a strong emphasis on execution, follow-through, and attention to detail
Proactive work style, with the ability to anticipate needs, identify gaps, and take initiative with minimal direction
Experience supporting senior leadership or working closely with executive-level stakeholders
Exceptional organizational and time management skills, with the ability to manage multiple workstreams simultaneously and maintain a high level of accuracy
Experience working in a fast-paced, small team environment, with the ability to adapt and take ownership of responsibilities
Demonstrated experience representing an organization in external or community-facing settings
Comfort with public speaking and the ability to clearly and confidently present information to diverse audiences
Strong written and verbal communication skills, with the ability to produce clear and professional correspondence
Sound judgment, professionalism, and strong interpersonal skills, with the ability to work effectively with diverse stakeholders
Collaborative, coachable, and committed to continuous learning and professional improvement
Demonstrated commitment to the mission and values of Amplify Her Foundation
Willingness and ability to support in-person events, including occasional evening & weekend commitments
Highly proficient in Zoom, Canva and Google Workspace, with an understanding of MacOS and iOS technology and business applications
Bachelor’s degree
Preferred
Experience posting and/or managing organizational social media accounts, and the ability to speak with the brand voice
Experience supporting outreach, recruitment, or community engagement efforts preferred
Experience with CRM and/or grants management systems (e.g., HubSpot, Foundant)