Administrative Project Coordinator

Bloomberg Philanthropies•New York, NY

3d•Onsite

About The Position

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. 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.

Requirements

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.
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.

Nice To Haves

Prior government or political experience preferred.

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.