Executive Assistant, Media & Digital Strategies

Background

Bloomberg Philanthropies works to create 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. 

Bloomberg Associates, part of Bloomberg Philanthropies, is an international consulting service that provides pro-bono services to mayors to help city governments improve the quality of life of their citizens. Although it’s a philanthropic enterprise, it functions and works as a private-sector management consulting firm. 

The Position

We are seeking a highly organized, detail-oriented, and proactive Administrative Assistant to support the Media & Digital Strategies principal and team. This role requires high-level administrative support with project coordination and requires strong discretion, resourcefulness, and a keen ability to anticipate needs in a high-volume environment. 

The ideal candidate is a collaborative team player with excellent communication and interpersonal skills, capable of managing a broad range of responsibilities—from scheduling and travel coordination to film projects & grant tracking, event management, and partner communications. 

Essential Duties and Responsibilities

• Proactively manage the principal's calendar, including scheduling appointments and meetings, confirming board engagements, anticipating needs, rearranging schedules as necessary, and ensuring the provision of required administrative and technological resources 
• Handle daily administrative tasks, maintain comprehensive and up to date contact lists, and manage essential documentation 
• Coordinate domestic and international travel arrangements, including flights, accommodations, and ground transportation. Maintain accurate traveler profiles, track and submit expenses in a timely manner 
• Develop, review, and edit a wide range of written materials, including emails, memos, briefings, presentations, and meeting recaps 
• Assist in managing projects, tracking progress, and fostering efficient organization, collaboration, and information sharing among project stakeholders. Maintain accurate data and project updates for internal coordination and track project hours for reporting purposes 
• Perform thorough research and analysis to support projects, including effective data gathering.  
• Provide comprehensive support for the planning and execution of internal events, team retreats, and special convenings 
• Maintain the film submissions pipeline: send and collect release forms, update the submissions grid, coordinate monthly reviews with leadership 
• Support coordination of film screenings and events, as well as support on grant tracking and strategic engagement with partners 

Qualifications of the ideal candidate

• 7+ years of administrative experience, including executive-level support 
• Bachelor’s degree preferred 
• Exceptional organizational and multitasking skills with a strong attention to detail 
• Excellent verbal and written communication skills, comfortable speaking with internal and external stakeholders 
• Proven ability to manage sensitive information with discretion and professionalism 
• Experience in the film industry or municipal government a plus 

Accommodation

Bloomberg Philanthropies provides reasonable adjustment/accommodation to individuals with disabilities. Please let us know 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, using a sign language interpreter, or using specialized equipment. To request an adjustment/accommodation to apply for a job, please email careers@bloomberg.org.

Equal Opportunity

Bloomberg Philanthropies is an equal opportunity employer and prohibits discrimination in employment. It is Bloomberg Philanthropies' policy 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 (each, a “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.