Administrative Coordinator, Special Projects & New Initiatives

Background: 

Bloomberg Philanthropies works to create catalytic change across five areas of focus: arts and culture, education, the environment, government innovation, and public health. Our mission is to ensure better, longer lives for the greatest number of people. Our approach is rooted in Mike Bloomberg's unique experience and success across the field of business, government, and philanthropy. 

The Position:  

We are seeking an Administrative Coordinator to provide administrative and project coordination support for the Senior Advisor for Special Projects and New Initiatives and team. This role will be responsible for assisting the Senior Advisor with project coordination and execution and providing administrative support to the Senior Advisor and her team. This role requires an individual with outstanding communication and interpersonal skills, who is agile, discreet and organized with the confidence to ask pertinent questions, grasp concepts quickly, and think beyond specific tasks.    

The successful candidate will ensure that the Senior Advisor and team are operating at the highest level, by exercising an exacting attention to detail that fosters optimal information sharing, smooth workflow, and follow through. Your work is accurate, consistent, and is delivered in a readily usable form on a timely basis. You are energetic, curious and enjoy problem-solving. You are comfortable managing multiple priorities and working across a variety of stakeholders, both internal and external. You are detail-oriented with a strong work ethic and will thrive in a fast-paced, results-driven environment.  

You must be able and willing to work on both complex project coordination across office teams and manage administrative and scheduling duties for the Senior Advisor with equal rigor and energy. While a critical function of this role is drafting, managing, and maintaining a detailed day-to-day run of show for the Senior Advisor and team the ideal candidate will be able to quickly grasp these essential tasks and grow to participate in project coordination on the team. This requires someone who can provide support that is anticipatory, timely, and organized. 

This is an in-person role based in New York City. 

Essential Duties and Responsibilities: 

• Accountable for day-to-day management of the Senior Advisor’s priorities, preparedness, events and schedule; including maintaining notes and follow-up from meetings and events, communicating with both internal and external stakeholders, and tracking action items to ensure projects are on schedule and deadlines are met 
• Tracking all action items and deliverables in Click Up or similar project management software or applications 
• Maintain processes for organization and collaboration among project stakeholders and provide clear reporting 
• Actively assist with projects as needed, including responding to priorities and resourcing needs as they shift over the lifecycle of our programs 
• Supporting the Senior Advisor and project teams in providing day-to-day administrative, reporting, and information and workflow coordination support to ensure they have everything they need to deliver their work as required 
• Draft email correspondence, memos, briefings, presentations and recaps from meetings for a broad audience 
• Maintain data and project updates for internal check-ins and coordination with other Bloomberg teams 
• Manage and maintain digital records and files related to ongoing work including creating organized file systems and file guides or record indexes 
• Field inquiries to appropriate team members, respond to employee and outside inquiries, and ensure timely response to urgent issues 
• Manage Senior Advisor’s calendar(s), including scheduling appointments, arranging meetings, anticipating needs and changing or rearranging meetings as appropriate, along with ensuring that any necessary administrative and technological resources are provided 
• Manage and maintain Senior Advisor’s expense reports 
• Coordinate travel arrangements, including flights, ground transportation, hotels, etc. 

Required Qualifications: 

• A minimum of 4 years' experience in project management with a focus on time and task management inclusive of tracking deliverables and deadlines via clear timelines or workback plans
• Bachelor's Degree preferred 
• Exceptional organizational and project management skills, with the ability to juggle multiple priorities simultaneously while maintaining attention to detail  
• Enjoy working and collaborating with others  
• Able to effectively receive and apply feedback 
• Excellent written and verbal communication skills 
• Experience with discretion and managing confidential information 
• Willingness to work in a fast-paced and dynamic environment 
• An interest in working effectively across various platforms (Google, Microsoft, Click Up, etc.)
• Experience handling data and operational reports; tech-savviness will be a plus
• Willingness to learn, use and master new systems including specific time management software. 

Equal Opportunity

Bloomberg Philanthropies maintains a continuing policy of non-discrimination in employment. It is the policy of Bloomberg Philanthropies to provide equal opportunity and access for all persons, and the organization is committed to attracting, retaining, developing, and promoting the most qualified individuals without regard to age, ancestry, color, gender identity or expression, genetic predisposition or carrier status, marital status, national or ethnic origin, race, religion or belief, sex, sexual orientation, sexual and other reproductive health decisions, parental or caring status, physical or mental disability, pregnancy or maternity/parental leave, protected veteran status, status as a victim of domestic violence, or any other classification protected by applicable law (“Protected Characteristic”). Bloomberg Philanthropies prohibits treating applicants or employees less favorably in connection with the terms and conditions of employment, in all phases of the employment process, because of one or more Protected Characteristics (“Discrimination”).

Accommodation

Bloomberg Philanthropies provides reasonable adjustment/accommodation to individuals with disabilities. Please tell us if you require a reasonable adjustment/accommodation to apply for a job. Examples of reasonable adjustment/accommodation include but are not limited to making a change to the application process or work procedures, providing documents in an alternate format or using specialized equipment. To request an adjustment/accommodation to apply for a job, please email careers@bloomberg.org.