Administrative Assistant, Greenwood Initiative

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.

Bloomberg Philanthropies' Greenwood Initiative is a first-of-its-kind portfolio founded in 2020 with a mission to accelerate intergenerational Black wealth and address systemic underinvestment in Black communities. The portfolio invests in opportunities for Black people to acquire resources, expand community ownership, and increase influence through economic power.

The Position:

We are seeking an Administrative Assistant to provide and support and project coordination for Greenwood Initiative Lead and team. This role will be responsible for administrative support and project-based tasks and responsibilities. This role requires an individual with outstanding communication and interpersonal skills, who is agile, discreet and organized with the confidence to ask pertinent questions, grasp concepts quickly, and think beyond specific tasks.

The successful candidate will ensure that the Greenwood Initiative Lead and team are operating at the highest level, by exercising an exacting attention to detail that fosters optimal information sharing, smooth workflow, and follow through. Your work is accurate, consistent, and is delivered in a readily usable form on a timely basis. You are energetic, curious, collaborative, and enjoy problem-solving. You are comfortable managing multiple priorities and working across a variety of stakeholders, both internal and external. You are detail-oriented with a strong work ethic and will thrive in a fast-paced, results-driven environment.

A critical function of this role is drafting, managing, and maintaining a detailed day-to-day run of show for the Greenwood Initiative Lead and team. Providing support that is anticipatory, timely, and organized is integral to the efficiency of the Greenwood Initiative Lead and team.

Essential Duties and Responsibilities:

• Reporting to the Greenwood Initiative Chief of Staff, providing day-to-day administrative, reporting, and information and workflow coordination to ensure that the Greenwood Team is equipped to deliver their work as required
• Manage the Greenwood Initiative Lead'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 notes and follow-up from meetings and events, including communicating with team members and consultants both internal and external and tracking through to delivery and closure of tasks and action items to ensure projects are on schedule and deadlines are met
• Maintain processes for organization and collaboration among project stakeholders and provide clear reporting
• 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, updating project management tools and creating organized file systems
• Field inquiries to appropriate team members, respond to employee and outside inquiries, and ensure timely response to urgent issues
• Assist with team operations including team meetings, team retreats and other operations functions as needed
• Manage and maintain the Greenwood Initiative Lead's expense reports
• Coordinate travel arrangements, including flights, ground transportation, hotels, etc.
• Maintain flexibility to do other tasks as required to support a lean team

Qualifications of the Ideal Candidate:

While no one person may embody all the qualities enumerated below, you should possess many of the following professional and personal abilities, attributes, and experiences:

• 7 years minimum of full-time administrative assistant experience supporting senior-level leadership in a fast-paced environment
• Experience with senior-level calendar management and complex travel booking
• Passion for racial wealth equity, wealth building initiatives, and communities.
• Highest standards of ethics and integrity, with a history of working in environments that require discretion and confidentiality
• 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
• Outstanding interpersonal skills required to build relationships within the Foundation, current and potential grantees, consultants, education and community partners, government officials, organizations, and important thought partners and influencers
• Team player with a willingness to collaborate and offer ideas to drive team improvement and operational success.
• Experience working and communicating with senior leaders within an organization
• Expert project management and demonstrated track record of delivering superior-quality results
• Ability to build cooperative, respectful and trusting internal and external relationships
• Excellent interpersonal, written, verbal and analytical skills
• An ability to be a creative problem-solver paired with the ability to influence and inspire others to achieve objectives.
• 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
• Bachelor's degree preferred
• An interest in working effectively across various platforms (Google, Microsoft, Salesforce, etc.)
• Experience handling data and operational reports; tech-savviness is required.

Bloomberg Philanthropies is an equal opportunities employer, and we value diversity at our organization. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.Bloomberg Philanthropies provides reasonable adjustment/accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable adjustment/accommodation to apply for a job or to perform your job.Examples of reasonable adjustment/accommodation include but are not limited to making a change to the application process work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment. If you would prefer to discuss this confidentially, please email careers@bloomberg.org.