Administrative Project Coordinator

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 Project Coordinator to support a Senior Manager of the Management Team. This role serves as a key liaison between the Senior Manager and other leadership teams across Bloomberg Philanthropies. 

The ideal candidate is an exceptional communicator with strong interpersonal skills, who is agile, discreet, and able to work both independently and collaboratively with internal teams and external stakeholders. This individual will play a critical role in ensuring the Senior Manager and their team operate at a high level, demonstrating meticulous attention to detail to support effective information flow, seamless workflows, and consistent follow-through. 

This position requires balancing complex project coordination across teams with high-level administrative and scheduling responsibilities, approaching both with equal rigor, organization, and energy. 

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

Essential Duties and Responsibilities: 

• Manage Senior Manager’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 
• Accountable for day-to-day management of the Senior Manager’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 coordinators and the organization’s Chief of Staff, to ensure seamless coordination of the entire Management Team’s portfolio 
• 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  
• Actively assist with projects as needed, including responding to priorities and resourcing needs as they shift over the lifecycle of our programs 
• 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 
• Coordinate travel arrangements, including flights, ground transportation, hotels, expense reports etc. 

 Required Qualifications: 

• A minimum of 5 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.  
• Prior government or political experience preferred.  
• 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 
• Experience handling data and operational reports; comfort with technology and digital tools is preferred. 

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.