Administrative Coordinator

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ABOUT THE CAMPAIGN FINANCE BOARD

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.

ABOUT THE DEPARTMENT

Strategy, Products, and Innovation (SPI) is a new department responsible for leading the development of new initiatives and driving innovation across the agency’s existing products and programs. We oversee and implement the agency’s strategic plan, and we work across departments to pilot, build, and maintain new policies and technologies that will support future elections.

The division is led by the First Deputy Executive Director, and currently includes:

• The Strategy & Policy department, which leads the agency’s strategic planning, policy development, and data research work;
• The Technology department, which leads custom software development, networking and infrastructure, and cybersecurity; and
• The new Product department, which will be responsible for creating the overall roadmap for tech modernization and process improvements, aligning tech projects with the agency’s strategic plan and objectives.

JOB DESCRIPTION

This position reports to the First Deputy Executive Director. The person in this role will be responsible for providing executive support as well as administrative support to the Strategy, Products, and Innovation division. The ideal candidate is exceptionally organized, proactive at solving problems, a strong communicator and collaborator, technologically proficient, and eager to learn. The best fit for this position would be someone who loves building new systems to support a new division, improving workflows between departments, and ensuring that everything runs smoothly. Responsibilities include but are not limited to:

Executive support

• Provide executive support to the First Deputy Executive Director; provide support to the Executive Director on request.

• Proactively manage the First Deputy Executive Director’s calendar, balancing time for deep work, strategic meetings, internal operations, and external meetings and interviews.
• Assist in maintaining the First Deputy Executive Director’s task list in Monday.com, ensuring all tasks are aligned with priorities and daily activities.
• Schedule, confirm, and organize meetings with stakeholders in alignment with division priorities.
• Prepare agendas, briefing materials, and talking points in advance of key meetings.
• Attend meetings upon request, take detailed notes, circulate meeting minutes, and track status of action items, following up as needed.
• Screen communication, including emails and meeting requests, to ensure timely attention.
• Draft high-quality communications, memos, and reports on behalf of the First Deputy Executive Director.
• Create draft presentations for the First Deputy Executive Director for both internal agency communications and external appearances.
• Maintain a high degree of professionalism and discretion in handling sensitive or confidential information.

Division administrative and special projects support

• Maintain and continuously improve shared systems, including division SharePoint sites or other internal knowledge hubs, team calendars, templates, and relevant contact lists.
• Ensures that all staff lists are up to date in Microsoft, Lattice, and the intranet; coordinates with key staff in other divisions who maintain these tools to ensure any needed changes are reflected.
• Tracks division-wide deliverables and deadlines, such as reporting cycles, budget and fiscal year cycles, hiring and onboarding timelines; ensures all team activity is tracked in Monday.com and that teams remain on task, escalating to the First Deputy Executive Director or other leadership as needed.
• Coordinate all-staff meetings, events, and communication efforts, including room booking and setup, logistics, agendas, note-taking, and follow-up.
• Support onboarding and offboarding processes in collaboration with People Operations, EEO/DEI, and other divisions, ensuring staff transitions are seamless.
• Assist in formatting presentations, reports, or memos for internal and external audiences.
• Provide project coordination for division-led initiatives as assigned, including scheduling meetings, creating timelines, tracking milestones, and escalating delays.
• Assist in preparing all finance documentation for the division, including purchase requests and contracting memos.
• Track division invoices; fill out invoice cover sheets and ensure appropriate signatures for approval.
• Maintain subscription services and accounts such as Monday.com, Miro, or other tools; support ongoing procurement of those tools, and maintain up-to-date licenses and permissions.

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 general administrative procedures, including scheduling, file management, communication, and meeting coordination.
• Understanding of government agencies, including structure, reporting practices, and internal workflows.
• Knowledge of project planning and tracking, including timelines, milestones and dependencies, and stakeholder management.
• Understanding of procurement processes (especially in government), contracting, and budget documentation.
• Knowledge of Microsoft Outlook, Teams, and Office suite.
• Knowledge of video meeting platforms such as Zoom and Google meet.
• Knowledge of best practices for remote, hybrid, and in-person meetings.
• Knowledge of project tracking platforms, particularly Monday.com.
• Knowledge of collaboration tools such as Miro.

Skills

• Exceptional organization skills, including ability to manage competing priorities, maintain detailed notes and documents, and follow-through.
• Strong written and verbal communication, including the ability to draft clear and concise correspondence, meeting notes, and briefing materials.
• Scheduling and calendar management, including coordinating complex calendars and schedules across multiple high-level stakeholders.
• Skill in meeting logistics and planning.
• Skill in preparing reports, memos, spreadsheets and presentations.

Abilities

• Time management, particularly capability of working under deadlines and adjust priorities as conditions change.
• Problem solving, particularly the ability to anticipate needs, troubleshoot administrative issues, and propose solutions that are effective and efficient.
• Interpersonal abilities to interact collaboratively and professionally with stakeholders at all levels of an organization.
• Ability to learn new technology and platforms.
• Ability to handle sensitive information with discretion, confidentiality, and integrity.

Other

• Proactiveness; showing initiative in asking questions and identifying tasks.
• Self-direction in completing work with minimal oversight.
• Collaborative mindset in supporting others and contributing to a positive and effective work culture.
• Commitment to serving New Yorkers and working across diverse teams.

Preferred Skills

• Prior experience in an administrative or operational role, particularly at a government, nonprofit, or tech-driven organization.

How To Apply

All applicants must apply through NYC Government Jobs | Explore Careers | City of New York

• Please search and apply to the job ID number listed above.
• Resume and cover letter are required for consideration.
• Note that only applicants under consideration will be contacted.

For more information on careers with the NYC Campaign Finance Board visit our website at https://www.nyccfb.info/ to access the full listing of job opportunities and to learn more about our agency.

Minimum 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.

Preferred Skills

Prior experience in an administrative or operational role, particularly at a government, nonprofit, or tech-driven organization.

Public Service Loan Forgiveness

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education’s website at https://studentaid.gov/pslf/

Residency Requirement

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.

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.