Administrative Coordinator, Communications

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  

Bloomberg Philanthropies is seeking a coordinator for its External Communications team to work closely with the Communications Director. This individual will be responsible for coordination, tracking, and scheduling as they help oversee the day-to-day workflow and operations of the External Communications team. They will ensure strong processes are in place, and work product is closely tracked, to maintain strong synchronization and optimization across the team, and to successfully capture and broadcast the accomplishments of the campaigns run by the team. This individual will also track the data and messaging the team disseminates.  

The successful candidate is detail-oriented, energetic, enjoys problem-solving, and thrives in a fast-paced, results-driven environment. They are comfortable managing multiple priorities simultaneously and working across a variety of stakeholders, both internal and external. They enjoy process-oriented work and systems, and are able to grasp and apply new concepts quickly. This role requires an individual with outstanding interpersonal skills who is discreet, agile, organized, and has an extremely strong work ethic.  

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

Essential Duties and Responsibilities 

• Support the Communications Director by providing day-to-day administrative support, including scheduling support and workflow coordination
• Communicate daily with team members and with the members of other internal teams to track action items and deliverables, and then report out to all constituencies on progress
• Maintain team project management system and its calendar function
• Track the creation, delivery, and editing of all press releases and other key team materials. Write briefs for the materials being shared with leadership for approval. 
• Oversee creation and sharing of daily media clips report
• Track and save the critical data and updates shared in public materials in our database
• Conduct select research for different initiatives and launches
• Help troubleshoot process-related challenges
• Process contracts and work with the accounting department to assure invoices are tracked appropriately
• Manage and submit Communication Director’s expense reports
• Research and recommend tools to improve comms team efficiency and collaboration. Schedule demos with appropriate decision makers, work with IT team where necessary, lead implementation and oversee training.
• Work with program Communications Leads to set benchmarks for projects and announcements; help them more effectively report out on their achievements and learnings upon completion
• Provide critical support of the comms function on major live events by helping to coordinate the team, create schedules, track announcements, manage external vendors, and more
• Actively assist with different projects as needed, including responding to priorities and resourcing needs as they shift over the lifecycle of our work

Qualifications of the ideal candidate 

• 4+ years of relevant experience with proven organizational management skills and a keen understanding of how high-performing teams work 
• Bachelor's Degree preferred 
• Ability to create excellent written communications 
• Exceptional organizational skills and a strong attention to detail, ability to stay highly organized with multiple competing priorities, with a strong capacity to identify and elevate critical information and produce synthesis for colleagues   
• Ability to effectively receive and apply feedback 
• Strong relationship-building, problem-solving, strategic-thinking capabilities coupled with an outcome, delivery-oriented approach 
• Comfort working in fast-paced, dynamic environments and a demonstrated ability to meet deadlines, shift priorities rapidly and flexibly adapt to new situations and projects
• Highest standards of ethics and integrity, with a history of working in environments that require discretion and confidentiality   
• Resourceful, motivated, efficient, proactive and detail-oriented    

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 [email protected].