Environmental Program Coordinator

Staffing Boutique is pleased to notify you of a direct hire job opportunity as an Environmental Program Coordinator reporting to the Program Director for a charitable Foundation. 

If interested, please respond ASAP with your most up-to-date resume.

Title: Environmental Program Coordinator
Organization Type: Foundation
Work Location: Work from home & Midtown Manhattan
Start Date: ASAP
Schedule: Monday - Friday (Tuesdays in-office)
Hours: 9:00 am - 5:00 pm
Salary: $85,000-95,000 annual salary plus benefits

The Position

The Environment Team Coordinator is an operations and administrative role that keeps the Environment team running smoothly while supporting the scheduling needs of the Environment Program Director. This is not a program-facing research or grantmaking role — it is a core administrative position that works in close partnership with the Foundation's Grants Manager, Controller, and other Coordinators across the Foundation, while dedicating its support to the Environment portfolio specifically. The Coordinator will hold responsibility for shared team processes — from external events to internal trackers to team-wide meetings and retreats — and will be the connective tissue between the Environment team and the Foundation's broader administrative infrastructure. 
 
The ideal candidate is someone who finds real satisfaction in operational excellence: building and maintaining reliable systems and processes, keeping data and trackers clean and current, and making sure shared processes run without friction. Prior exposure to philanthropy, climate, and/or environment work is a plus but not required. Spanish speaking is a plus.
 
Responsibilities include, but are not limited to: 
Shared Team Processes 

• Lead, build and maintain tools, processes and shared systems used across the Environment team, ensuring data stays current, organized, consistent, and accessible. 
• Serve as the point person for recurring team-wide administrative processes, working closely with other Foundation Coordinators and administrator to keep practices aligned across teams.
• Maintain awareness of big-picture strategy and day-to-day details, anticipating how changes may affect other people or plans before they surface. 

 Administrative & Operations Support 

• Manage a complex and frequently shifting calendar for the Environment Department
• Provide scheduling support to the Environment Program Officer and Senior Program Officer.
• Organize internal team meetings: develop agendas, take notes, and track action items. 
• Maintain internal intranet sites and filing systems (e.g., upload notes and contacts; keep files organized). 
• Join external meetings as needed to take notes and draft correspondence to external partners as requested. 
• Track event and operational budgets, monitor spending, and support the financial administration of programs, including preparing purchasing approvals, coordinating invoices, and supporting payment releases; assist in the preparation of annual Strategic and Travel budgets.
• Proof materials and documents as requested, including Board-facing correspondence. 
• Contribute to a collaborative team culture through respectful and timely communications, reliable follow-through, and a willingness to support colleagues across the Foundation. Support special projects and cross-organizational initiatives.

Event Coordination 

• Own planning, logistics and budget adherence for internal meetings and events, including team retreats, offsites, and all-team convenings.
• Coordinate logistics for external-facing events tied to the Environment portfolio (including during New York Climate Week each September, where the Foundation typically hosts 10-15 meetings and events across multiple locations and vendors). 

Grants Management & Data Support 

• Support the Environment team across multiple grants by maintaining accurate grantee records and data.
• Communicate with grantees to collect data needed to maintain the Foundation's core records. 
• Compile internal reports on grant status and portfolio tracking as needed. 
• Maintain the Environment team's records and data on the grants management database: managing workflows for grant requests, approvals, payments, and reports.
• Collaborate closely with the Foundation's Grants Manager to ensure workflow requirements and standards are consistently met. 
• Coordinate communications across external partner organizations to leverage LinkedIn and other communication channels to support the team in spotlighting and promoting the work of grantees. 

Background and characteristics of strong candidates: 

• B.A. minimum, with 5-10 years of relevant work experience and/or recent post-graduate experience. 
• Demonstrated strength in operations, administration, or program coordination, ideally supporting a team rather than a single individual. 
• Excellent written and oral communication skills. 
• Demonstrated communication maturity, sound judgment, and the ability to navigate sensitive information and relationships with professionalism. 
• Highly organized with meticulous attention to detail in all matters. 
• Genuine enjoyment of building and running processes and systems to increase team efficiency. 
• At least one year of experience coordinating event logistics. 
• Comfort maintaining databases and trackers, with an eye for data accuracy and consistency. 
• Proactive and able to suggest solutions as issues arise, both independently and in collaboration with others. 
• Adaptable to changing priorities and plans.
• Proficiency in Microsoft apps; familiarity with grants management systems and databases is a plus. 
• Team-oriented mindset fostering trust, proactive communication, and shared success across program and administrative teams. 
• Comfort with AI tools to increase efficiency and work output while maintaining content integrity and thoroughness; including checking facts, tone, and assessment accuracy.
• Natural curiosity and genuine respect for existing systems and processes, identifying opportunities to streamline where useful. 
• Spanish fluency is a plus.
• They have to also work with finance teams and have an understanding of Foundation policies.