Team Coordinator, Management Team

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 a Coordinator to provide administrative and project support for a senior member of the Management Team. This role directly supports this Senior Team Member and is a liaison between other senior teams of Bloomberg Philanthropies. The ideal candidate has outstanding communication and interpersonal skills, is agile, discreet and able to work independently and collaboratively across internal teams and external stakeholders. The successful candidate will ensure that the Senior Team Member and team are operating at a high level, by exercising an exacting attention to detail that fosters optimal information sharing, smooth workflow, and follow through. They will be working on complex project coordination across teams and managing administrative and scheduling duties for the Senior Team Member with equal rigor and energy. 

Essential Duties and Responsibilities: 

• Manage Senior Team Member’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 
• Provide day-to-day administrative support and coordination of Senior Team Member’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 
• Collaborate and work alongside fellow team coordinators, and the organization’s Chief of Staff, to ensure seamless coordination of the entire Management Team’s portfolio. 
• Actively assist with various projects as needed, including responding to priorities and resourcing needs as they shift over the lifecycle of our programs 
• Collaborate across multiple departments and support functions to draft email correspondence, prepare briefings, presentation materials, reports and analysis with strong organizational skills and exceptional attention to detail and accuracy 
• Assist with Board Member engagement and compilation of board materials and other related information  
• Assist the Events Team on high level events, meetings and convenings 
• 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 and maintain Senior Team Member’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  
• Exceptional organizational and project management skills, with the ability to juggle multiple priorities simultaneously with sound judgement 
• Enjoy working and collaborating with others  
• Resourceful, pro-active, efficient, and customer services oriented 
• 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 
• Proficiency with MS Office Suite (including Word, Excel, Outlook, etc.), Adobe Acrobat and Salesforce  
• Experience handling data and operational reports; tech-savviness will be 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 [email protected].

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.