Operations, Awards, and Events Coordinator

Villa Albertine, the French Institute for Culture and Education, is recruiting a full-time Operations, Awards, and Events Coordinator. This position is fully in-person, based in New York City, and starts September 1, 2025.

I. Overview

Villa Albertine is an institution of the French Embassy in the United States, supported by the French government and Albertine Foundation. Villa Albertine’s mission is to strengthen ties between the United States, France and the French-speaking world through culture and education.

In the arts and culture sphere, we encourage collaboration among French and US-based organizations and provide creators, thought leaders, and professionals with customized residencies, immersive networking experiences, grants, and connections to audiences so they can explore and share new insights into society’s pressing issues.

In the field of education, we craft projects and programs aimed at making French language and culture accessible to young US-based audiences; expand opportunities for students to study and complete internships in France; and support partnerships between French and American higher education and research institutions.

Villa Albertine is present in 10 major US cities: Atlanta, Boston, Chicago, Houston, Los Angeles, Miami, New York, New Orleans, San Francisco, and Washington, DC. It is headquartered in New York’s historic Payne Whitney mansion, home to Albertine, our bookshop and nexus for French-American intellectual exchange.

Follow Villa Albertine on Instagram, Facebook, X, and LinkedIn.

Under the authority of the Director of the Department of Development, Partnerships, and Communication, the Operations, Awards, and Events Coordinator is responsible for overseeing and managing the operational implementation of events organized at Villa Albertine in New York (a personal portfolio of approximately 50 events per year, out of approximately 150 institutional events per year). He/she also manages French governmental award-related files across the entire United States, from the initial review process up to the award ceremonies.

II. Job Description

The Awards and Events Coordinator leads the organization of honoree proposals and contact management for French Governmental awards, including the coordination of the Order of Academic Palms and the Order of Arts and Letters at the federal level, as well as the Legion of Honor and Order of Merit, where relevant.

The coordinator is also involved in all aspects of the Development team’s activities, handling a range of responsibilities that include managing awards, events, and grant calendars; and participating in event organization including French Government award ceremonies, interdisciplinary French and Francophone cultural programming, and private events.

Key Responsibilities:

Events

• Manage events calendar.
• Coordinate the organization of events in support of the Development department, including external space rentals and French Government award ceremonies.
• Support operations and logistics on the night of the event for interdisciplinary arts, education, and literary programming such as author talks, performances, and major interdisciplinary programs, such as Night of Ideas.
• Serve as a liaison with internal departments and assist with the preparation and coordination of budgets, menus, sound, lighting, rentals and programming for a portfolio of internal events.
• Speechwriting, in line with organizational messaging.

French Government Awards

• Manage the award proposal and announcement schedule and submissions for the Order of Academic Palms and the Order of Arts and Letters, as well as the Order of Merit and Legion of Honor.
• Coordinate award proposals at the federal level, liaising directly with cultural and education attaches, the Ambassador’s chief of staff, and protocol teams in Paris.
• Research and identify prospective award recipients and coordinate priorities.
• Maintain a federal awards database and ensure syncing with the organization’s CRM tool.

General

• Assist in the writing of grant reports and written communications maintaining relationships with key partners.
• Maintain the department’s calendars and contact management database.
• Support the department in researching prospective partners, drafting background notes, and categorization of prospects.

III. Profile Insights

Education/Experience

• B.A. required in related discipline.
• Excellent organizational skills required.
• Very strict attention to detail required.
• Previous event planning experience preferred.
• Skilled in problem solving and project management
• Experience with written correspondence in a diplomatic context preferred.
• Keen interest in French arts, culture, language, and educational landscape.
• Familiarity with New York philanthropic landscape and development or fundraising experience appreciated.

Language Requirements

• English (reading, speaking, writing): Bilingual or Native speaker
• French (reading, speaking, writing): Advanced or Bilingual

Technical Skills

• Strong knowledge of Microsoft Office Suite (365 and Sharepoint), InDesign, Adobe Creative Suite, and CRM software preferred.

Professional Qualities

• Organized and autonomous.
• A self-starter with proven experience in project management and attention to detail.
• Excellent interpersonal skills and discretion in response to internal and external inquiries required.
• Outstanding ability to work well under pressure, on a broad variety of projects in a fast-paced environment.
• Excellent team player; personable.
• Cultured with a passion for French culture.

IV. Job Details

• This is a 100% in-person position based in New York City.
• Institut Français des Etats-Unis – Villa Albertine, 972 Fifth Avenue New York, NY 10075
• At Will employment with a 6-month trial period.
• Occasional availability for events on weekends and in the evenings.
• Benefits:
• * Gross Salary: from 5,363 USD/month, full-time basis with a monthly transportation allowance of $120.
• * Generous vacation policy (25 days a year + public holidays).
• * 401(k), French Embassy’s medical insurance plan
•  This position does not entitle the holder to any diplomatic or consular status or privileges.

Candidates must already have legal authorization to reside and work in the United States. This includes holding an A visa, a green card, U.S. citizenship, or a pending work permit for an already-approved green card. Only applicants meeting this requirement will be considered. Candidates must submit official documentation verifying their status as part of their application.

Please send your applications, comprising a resume and application letter in a single PDF document (in English) to the following address by July 06, 2025, at the latest: [email protected] (subject of email: Operations, Awards, and Events Coordinator Application).

Candidates must already have legal authorization to reside and work in the United States. This includes holding an A visa, a green card, U.S. citizenship, or a pending work permit for an already-approved green card. Only applicants meeting this requirement will be considered. Candidates must submit official documentation verifying their status as part of their application.

Please send your applications, comprising a resume and application letter in a single PDF document (in English) to the following address by July 06, 2025, at the latest: [email protected] (subject of email: Operations, Awards, and Events Coordinator Application).

07/06/2025