Administrative Coordinator

New York City, NY-posted 3 months ago
Full-time • Entry Level
Hybrid • Manhattan, NY
5,001-10,000 employees
Justice, Public Order, and Safety Activities
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The Administrative Coordinator will report to the Director of Public Affairs, and will provide key support to an evolving and fast-paced division. The Public Affairs division is a dynamic and talented team; this role offers growth potential and opportunities to learn about all facets of our work, including marketing and content creation, voter outreach and community engagement, public events and media relations, project management and language access. The person in this role will work closely with division management to ensure all the work of Public Affairs runs smoothly and that our operations are effective. The ideal candidate will enjoy working in a team environment, loves coming up with solutions, and believes that no task is too small to do well.

  • Providing administrative support to Public Affairs division leadership, including maintaining key department information, creating and maintaining filing systems, assisting in drafting correspondence, and facilitating review of invoices and memos.
  • Assisting the Director in the creation of biannual internal reports that provide an overview of division achievements and internal metrics.
  • Spearheading event and meeting logistics, including scheduling, preparing and distributing advance agendas, notetaking and following up with post-meeting action items, and organizing room setup.
  • Managing review and approval processes for division files and documents including memos, invoices, and creative materials.
  • Working closely with Support and Logistics to ensure calls from the public that go to Reception are routed to appropriate division staff, and that external visitors to our office receive appropriate building clearance.
  • Working with the Tech team to ensure division staff have the appropriate equipment, and that the office space is equipped for in-person and hybrid work.
  • Assisting Product Management and Operations on inventory tracking for NYC Votes merchandise and field materials.
  • Assisting Partnerships and Outreach with filing and data processing for materials collected in the field, including pledge cards and voter registrations.
  • Completing other special projects and tasks assigned by division directors.
  • Knowledge of Microsoft Office tools and systems including Outlook, SharePoint, Word, Excel.
  • Knowledge of other work platforms used by the agency, like Monday.com.
  • Basic knowledge of city processes.
  • Customer-service orientation.
  • Excellent communication skills.
  • High degree of organization and time management.
  • Ability to prioritize, track multiple deadlines, and manage competing requests.
  • Ability to complete tasks with minimal oversight.
  • Strong attention to detail.
  • 2-3 years of experience as an executive assistant, office administrator, program associate, or other support staff role.
  • Interest in the work of the agency.
  • Generous medical benefits (including dental and vision through respective unions or funds).
  • Retirement.
  • Tuition reimbursement.
  • Flexible and hybrid work schedule.
  • Opportunities for career development.
  • Learning & development (leadership training and coaching).
  • Wellness programs.
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