Center for the Performing Arts

Empire State Plaza • Albany, New York

Careers

Administrative Coordinator

Job Title: Administrative Coordinator
Supervisor: Executive Director
Status: Full-Time, Exempt
Expected Salary Range: $50,000-$53,000
Ideal Start Date: December 1, 2025

Job Description: 

The Administrative Coordinator is responsible for providing high-level administrative, financial, and logistical support to the Executive Director and various departments. Reporting directly to the Executive Director, and working closely with the General Manager and Finance Department, this role requires an extremely detail-oriented, organized, and self-starting individual that can manage multiple projects simultaneously 

Expectations: 

The Egg seeks someone who is extremely detail oriented, highly organized, and skilled at navigating multiple projects. The ideal candidate will have strong communication and organizational abilities, strategic thinking, and a flexible, can-do attitude in order to utilize and grow the variety of tools at their disposal. 

About The Egg 

The Egg, which houses a 980-seat and a 440-seat theater, is owned by the State of New York and managed by the not-for-profit Nelson A. Rockefeller “Empire State Plaza Performing Arts Center Corporation”. Through partnerships and collaborations with the community and promoters, The Egg presents performances, spotlights emerging artists, fosters relationships with resident companies, and enhances activities in cultural and arts education. 

Responsibilities and duties include, but are not limited to: 

Contract Administration 

  • Take ownership of all contract processing for both “Egg Presents” Artist contracts and Rental contracts 
  • Gather all necessary details to generate a contract, after an Event/Artist is confirmed
  • Issue contract to appropriate party (Renter, Promoter, Artist, etc) in a timely manner
  • Track contract process from generation to full execution, following up with parties as necessary 
  • Responsible for having all documents filed digitally for every rental and performance o Fully Executed contract, COI, Deposit and payment information, etc 
  • Works closely with Finance Department, as it relates to administratively supporting accounts receivable and payable processes 
  • Manages initial contract amendments, working with Executive Director through negotiations 
  • Responsible for any contracts that come via mail/fax 

Executive Support 

  • Provide high level support to the Executive Director on all administrative work 
  • Coordinate and manage Executive Director’s calendar and internal staff meetings, including scheduling, note-taking, and follow-up as necessary
  • Support “Egg Presents” Advance and Settlement processes 
  • Manage and create documents linking multiple internal departments as projects arise
  • Manage Organization Timeline, Org Chart, and Staff Planning 
  • Provide administrative support to Executive Director with Board communications / meeting planning / note taking 
  • Create presentation documents for Executive Director related to strategic planning and budget development 
  • Provide additional leadership support by managing schedules and email exchanges for Executive Director 
  • Track and apply for various grant and funding opportunities as advised by Executive Director and Development 

Artistic Programming 

  • Work with Executive Director on Artistic Planning, including drafting offer letters, tracking season schedules, and corresponding with agents/managers 

Office/Finance 

  • Handle all aspects of mailing for The Egg, including pickup, drop off, metering, recording, and ordering postage 
  • Responsible for daily operation and maintenance of office equipment and supplies
  • Processes weekly bank deposits and support the credit card expense report process, while working with the Finance Department as it pertains to proper recordkeeping
  • Screen and prioritize incoming calls, emails, and mail 
  • Handle confidential and sensitive information with discretion and professionalism
  • Serve as liaison between the Executive and various departments within the organization 

Qualities Desired: 

  • Attention to detail in all activities 
  • Highly organized and capable of managing competing priorities 
  • Experience working in the music industry / performing arts industry 
  • Positive forward thinking attitude 
  • Dependable and consistent 
  • Strong communication skills- via email, phone, and in person 
  • Flexible and able to adapt to a variety of professional and interpersonal situations
  • Resourceful and capable of problem-solving in tactful and creative ways
  • Proficient with Google Suite, Google Calendar, Adobe Acrobat, Microsoft Office, email 

Schedule: This is a Full Time position with full benefits including health insurance and pension options. Will vary depending on performance and activity of the venue. Will include nights and weekends. This role offers the ability to work from home when not needed on site. This position is non-exempt and eligible for overtime pay in accordance with federal and state labor laws. 

To Apply