Job Description

The New York City Campaign Finance Board manages New York Citys small donor democracy program and educates and engages voters via NYC Votes. The CFB has enjoyed a tremendous arc of progress over its 30-year history, and our updated flagship small donor democracy program is the centerpiece of this progress.

We eliminate barriers to participation by providing access to the resources New Yorkers need to vote or run for office and amplify the voices of small donors with New York Citys small donor democracy program.

We are dedicated to making New York Citys local democracy more open, transparent, and equitable. You would be working with a team that is mission-driven and committed to continuous improvement.

The Public Affairs division promotes the agencys 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 election information accessible and relevant, increase engagement with underrepresented communities, and cultivate a team that reflects our core values of purpose, curiosity, creativity, and collaboration. The division includes five departments: Marketing and Digital Communications, Partnerships and Outreach, Policy and Research, Product Management and Operations, and Public Relations. Our divisions work includes publishing the citywide Voter Guide, running the official citywide Debates Program, and managing the voter engagement initiative NYC Votes.

The Administrative Coordinator will report to the Deputy 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, research, and legislative affairs, 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, love coming up with solutions, and believe that no task is too small to do well. Responsibilities include but are not limited to:

- 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 Deputy 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.

- 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.

- Prior experience as an administrative or executive assistant or equivalent work experience providing administrative support.

- Prior experience managing schedules for multiple stakeholders.

- Prior experience creating and maintaining filing systems.

- Prior experience with facilitating purchasing and invoices.

- Prior experience creating internal reports.

- Prior experience managing meeting logistics, including setup, scheduling, agendas, note-taking, and follow-up action items.

- Prior experience tracking inventory and managing materials

Essential Skills

- A customer-service orientation and excellent communication skills.

- A high degree of organization and time management.

- Ability to prioritize, track multiple deadlines, and manage competing requests.

- Effective troubleshooting and problem-solving.

- Strong attention to detail.

- Follow-through and ability to complete tasks with minimal oversight.

- Fluency in Microsoft Office products (Word, Excel, PowerPoint, Teams, and OneDrive) and Adobe Acrobat; ability to learn other software and programs.

Preferred Qualifications

- Prior experience as an administrative or executive assistant or equivalent work experience providing administrative support.

- Prior experience managing schedules for multiple stakeholders.

- Prior experience creating and maintaining filing systems.

- Prior experience with facilitating purchasing and invoices.

- Prior experience creating internal reports.

- Prior experience managing meeting logistics, including setup, scheduling, agendas, note-taking, and follow-up action items.

- Prior experience tracking inventory and managing materials.

Additional Information

The City of New York provides generous medical benefits (including dental and vision through respective unions or funds), retirement, tuition reimbursement, and additional ancillary benefits. CFB offers a flexible and hybrid work schedule, opportunities for career development, learning & development (leadership training, coaching), wellness programs, and much more!

The CFB is an equal opportunity employer firmly committed to diversity. All individuals are encouraged to apply. If you anticipate needing any type of reasonable accommodation to apply for an employment opportunity, please contact access@nyccfb.info or (212) 409-1800.

How to Apply

All applicants must apply through NYC Government Jobs | Explore Careers | City of New York (https://cityjobs.nyc.gov/)

- 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.

Qualifications

1. A four-year high school diploma or its educational equivalent and one year of satisfactory full-time clerical experience; or

2. 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.