Administrative Coordinator

Administrative Coordinator

The Campaign Finance Board is a nonpartisan, independent city agency that empowers New Yorkers to have a greater impact on their elections. Our mission is to make local democracy more open, transparent, and equitable by removing barriers to participation. We make it easier for New Yorkers to vote, meaningfully support candidates for city office, and run for office themselves. NYC Votes, our voter engagement initiative, meets people where they are to share trustworthy election information and help New Yorkers make a plan to vote. We publish the citywide Voter Guide, which delivers information about candidates directly to voters' doors. Our public matching funds program ensures small contributions can make a big difference, allowing regular people to run for office by relying on the support of other regular people, not just wealthy donors and special interests. And we lift the veil on how candidates raise and spend money, increasing transparency and accountability in local government. We believe that when every New Yorker is empowered to participate meaningfully in elections, candidates will better reflect the communities they serve, elected leaders will be more accountable to the public, and New Yorkers will have a democracy they can truly trust. The Public Affairs division promotes the agency's role in equipping all candidates and voters to open democracy in New York City. We engage New Yorkers, inform them about elections, and boost their civic participation in the democratic process. Our strategic goals are to make elections information accessible and relevant, increase engagement with underrepresented communities, and to cultivate a team that reflects our core values of purpose, curiosity, creativity, and collaboration. The division includes four departments : Marketing and Digital Communications, Partnerships and Outreach, Product Management and Operations, and Public Relations. Our division's work includes publishing the citywide Voter Guide, running the official citywide Debates Program, and managing the city's nonpartisan voter engagement initiative, NYC Votes.

Job Description

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. Responsibilities of this role include :

• 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.

Essential Knowledge, Skills, Abilities & Other Behaviors (KSAOs)

We're seeking individuals eager to make an impact, even if they don't tick every box on our job description. We believe in the power of diverse perspectives and the unique blend of lived experiences, non-traditional education pathways, practical know-how, and a variety of skills and abilities that each candidate brings to the table. If you're ready to learn and grow with us, we encourage you to apply and be part of our dynamic team.

Knowledge - 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

Skills - Customer-service orientation - Excellent communication skills - High degree of organization and time management

Abilities - Ability to prioritize, track multiple deadlines, and manage competing requests - Ability to complete tasks with minimal oversight

Other / Preferred Qualifications - 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

Qualifications

1. A baccalaureate degree from an accredited college including or supplemented by at least 12 credits in one or more areas relevant to the duties described above, and one year of satisfactory full-time experience relevant to the duties described above; or 2. A four-year high school diploma or its educational equivalent and five years of experience as described in "1" above; or 3. Education and / or experience equivalent to "1" above.

Additional Information

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.