Executive Assistant, Environment Team

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’ Environment Program bring together a wide range of partners, including cities, businesses, public health and environmental advocates, and citizen’s groups, to address some of the most serious environmental issues including climate change and ocean threats. Bloomberg Philanthropies drives measurable, local action on climate and sustainability through our programs including Sustainable Cities, Beyond Carbon, Global Coal and Air Pollution, Bloomberg Ocean Initiative, Sustainable Finance, and through Mike Bloomberg’s unique roles as the UN Secretary General’s Special Envoy for Climate Action and Chair of the Task Force on Climate-related Financial Disclosures.  

THE POSITION
Our Environment Team is seeking an Executive Assistant to provide support to our global program across administrative tasks, systems and process development, and event management and logistics.   

This is a 6-month position with the potential for permanent commitment. The role is a 5 days/week, in-person role based in New York City.  

Key Responsibilities:  

Principal-Level Administrative Support  

This role will assume all the fundamental duties of a traditional assistant to the Program Lead, which includes, but is not limited to the following duties:  

• Provide day-to-day support, including: scheduling meetings, proactively anticipating administrative support needs, arranging travel, processing expenses, managing contacts  
• Manage meeting requests, invitations; coordinate scheduling, draft email responses  
• Prepare briefing materials, memos, presentation slides, other written materials   
• Assist in requests for information from internal stakeholders, including leadership’s briefings team and impact & evaluation team  
• Maintain shared team calendar and desk reservation system  
• Take notes and send readouts from meetings, including weekly team meetings 
• Track and ensure follow up from all meetings and events 
• Maintain file and document management/archival system  
• Arrange all domestic and international travel arrangements, including flights, ground transportation, hotels, visa coordination, etc. 

Systems, Processes and Team Development  

• Working closely with the Management & Operations Lead, this role will help catalog best practices in administrative support   
• Develop materials for robust onboarding plans for future hires  
• Identify and assess potential trainings for assistant/associate corps  

Event Planning, Management & Execution  

• Working closely with the Chief of Staff, this role will be responsible for helping execute a series of high-level, high-stakes events 
• Assist in maintaining invite lists for various events; field inquiries to appropriate team members, respond to outside inquiries, and ensure timely response to urgent issues  
• Engage in logistics, coordination; liaise with events team, as needed  
• Staff priority events; provide “utility player” support across Program verticals as added capacity  

Key Qualifications and Experience: 

• 5+ years of experience in an administrative or project management role in a fast-paced environment 
• Bachelor's degree or equivalent experience  
• Exceptional organization, project management, and time management skills 
• Able to juggle multiple priorities simultaneously while maintaining a high degree of attention to detail  
• Resourceful, motivated, efficient, proactive and detail-oriented 
• Excellent written and verbal skills 
• Outstanding interpersonal and communication skills, both verbal and written, and the demonstrated ability to effectively interface with colleagues and stakeholders at all levels 
• Discretion and experience handling sensitive/confidential information is a must 
• Willingness to work in a fast-paced, campaign-like environment 
• Experience handling data and tech-savviness will be a plus 
• Proficiency in MS Office Suite (specifically Outlook, Word, Excel, and PowerPoint) 
• Fluency with platforms such as Zoom and Concur a plus 
• Interest in environmental issues, climate change, and/or international affairs is a plus 

Bloomberg Philanthropies is an equal opportunity 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.