Interim Administrative Assistant – Advocacy & Public Affairs

Interim Administrative Assistant – Advocacy & Public Affairs

Requirements

• Provides comprehensive support to executives by strategically managing schedules, fostering meaningful interactions with teams, and serving as a collaborative partner rather than a gatekeeper.
• Has a constant level of high-touch customer service to ensure everyone always feels welcome.
• Excellent interpersonal, oral, and written communication skills and the ability to disseminate information clearly and concisely.
• Ability to maintain a positive, collaborative, and professional demeanor in stressful and time critical situations and circumstances.
• Comfort working both independently and as part of a team.
• Outstanding communication skills and ability to partner collaboratively across teams, individuals, and multiple organizations, building trusted relationships, treating all with respect and consideration regardless of status or position.
• High integrity, upholds honesty and transparency across all actions, uses discretion with confidential matters and sensitive information, and has attention to detail in composing typing and proofing materials.
• Openness and willingness to learn. Embraces personal growth using mistakes as a positive teaching tool with the mentality of continuous improvement.
• Enthusiasm and passion for philanthropy and personal dedication to the important role that women and girls can play in changing the world.
• Minimum of 2-4 years of combined experience in an administrative and executive support role with heavy emphasis on calendaring and scheduling.
• Proven track record of working in a dynamic, fast-paced environment with demanding timelines while maintaining a high level of attention to detail, regardless of the task.
• Proficiency in using Microsoft Office (Outlook, Word, Excel, PowerPoint, and OneNote), SharePoint and Adobe Acrobat.

Responsibilities

• Manage scheduling and administrative support for Sr. Director; proactively manage the flow and pace of workstreams, meeting cadence, and projects.
• Drive Sr. Director’s priorities and reschedule others; troubleshooting when necessary; collaborating with partners and assistants within Pivotal Ventures and external organizations.
• Balance conflicting priorities with the internal and external timelines of other teams within the organization; understanding the rhythm for the schedule and building and thinking through impact of events and changes to overall calendar.
• Coordination of travel planning and schedules, including transportation, accommodations, conference/event registrations, travel documentation, etc.
• Develop project plans and other tools to support the team’s workflow, regular meeting cadence, time and task management, organize larger meetings for team, and other responsibilities as advised.
• Hold all weekly team agendas to support the team in prioritizing tasks effectively and coordinating key workstreams.
• Coordinate and plan events (dinners, receptions, speakers) that may occur in the office or in external venues, in support of Pivotal’s outreach and brand presence in DC.
• Develop information infrastructure for the team as needed, and ensure key documents and files are organized (electronically) and easy to locate across teams, including through SharePoint and OneDrive.
• Maintain databases by inputting complete, timely and accurate information.
• Review, reconciliation, and filing monthly expense reports.
• Monitoring and maintenance of subscriptions, ID/passwords.
• Upload and maintain notes and touch points in CRM database.
• Deliver exceptional, high-touch service to visitors, guests, and partners, ensuring seamless communication, personalized experiences, and a lasting positive impression.
• Follow all security SOPs to help maintain a safe workplace – this includes inputting guest information into Pivotal’s Visitor Management System, following a consistent check in process and making sure office delivery SOPs are always followed without exception.
• Answer and screen general solicitation calls and emails sent to the Sr. Director on an as needed basis.

Preferred Qualifications

• Relevant experience in the following industries: working on Capitol Hill, in the Executive branch, or other political experience highly valued; experience working in philanthropy or family office setting also a plus.
• Proficiency in using Workday and Salesforce.