Office Manager
Manages daily office operations, handling reception, facilities, and administrative tasks for operations and executive teams
Ensures smooth administrative, operational, and facility processes, actively fostering a productive and professional work environment
Streamlines office operations, supports leadership, coordinates events, and champions company culture through collaboration and engagement
About the Company
Bully Pulpit International is an outcomes agency made up of strategists, data scientists, and artists. We come from politics, brands, and government and we communicate without barriers and measure what matters. BPI specializes in public affairs, corporate reputation, and social impact. A growing firm, we sit on both coasts and connect Silicon Valley technology, Madison Avenue creative, Washington policy and real people.
About the Job
The Office Manager, reporting to the Senior Director of Culture & Operations, will manage the day-to-day office operations, including reception activities, general facilities management and administrative support to members of the operations and executive teams. This role is responsible for ensuring smooth functioning of administrative, operational and facility-related processes while fostering a productive and professional work environment.
You thrive in a fast paced environment where visitors are frequent and customer service is premier. You bring a positive attitude to everything you do from ensuring the office is stocked and clean, welcoming guests and taking care of general office administration. The ideal candidate is well organized, has excellent communication skills, is detail oriented, and thrives at juggling a variety of tasks in a fast-paced environment.
Office Operations: Manage all general office administration. Tasks include but not limited to ordering and stocking snack and office supplies, keeping public office areas clean and refreshed, welcoming guests, managing deliveries and monitoring any office maintenance. You’ll act as the primary liason for building management, vendors, service providers, and high level visitors. Support will also be inclusive of event coordination and management for clients & friends of the firm on occasion. Ensure the office is organized, well-maintained and conducive to productivity
Strategic Planning & Communication: Identify opportunities to streatmline office operations and improve workflow. Support executive leadership with administrative and operational needs. Coordinate office-wide meetings, events and initiatives
BPI Culture: Be a champion of BPI culture and collaborate with and engage with Operations leadership and BPI Culture Captains in assisting with planned activities and events
Qualifications
More than 2+ years of relevant experience as an office administrator or manager, preferably in a corporate environment
Excellent verbal and written communication skills
Strong organizational and problem-solving skills
Proficiency in Microsoft Office (Outlook, Word, Powerpoint, Outlook calendar) and finds fulfillment in learning new software programs
Proven ability to prioritize and handle multiple assignments
Thrives working in a collaborative and fast paced environment
Customer services champion; you set the bar high for all here
Ability to work well with all levels of clients and team members
Polished, professional and positive demeanor
Willing to work onsite M-F
Operations Assistant
Communicates across all levels, handling confidential information with integrity and maintaining a professional demeanor with executives
Manages complex calendars, coordinates travel arrangements (domestic and international), and processes expense reports for leadership
Provides admin support to leadership team, contributes to daily office ops, and collaborates with the internal ops team to ensure smooth operations
About the Company
Bully Pulpit International is an outcomes agency made up of strategists, data scientists, and artists. We come from politics, brands, and government and we communicate without barriers and measure what matters. BPI specializes in public affairs, corporate reputation, and social impact. A growing firm, we sit on both coasts and connect Silicon Valley technology, Madison Avenue creative, Washington policy and real people.
About the Job
In this role, you’ll be responsible for administrative support to some of our leadership team by mastering the art of calendar Tetris as an Outlook expert, coordinating travel arrangements, and helping us see around corners. You’ll also provide support to our daily office operations in a number of ways, contributing to our culture and team member satisfaction and success.
You’ll work closely with the Senior Director of People & Operations and the rest of the internal operations team to ensure operations across the agency are coordinated and running smoothly. The ideal candidate is well organized, has excellent communication skills, is detail oriented, and thrives at juggling a variety of tasks in a fast-paced environment.
Executive Scheduling: Provide administrative assistance to multiple executives on our Leadership team that includes, but is not limited to managing complex schedules via Outlook, booking travel and filing expense reports
Office Operations: Monitor the day-to-day operations needs of our executive team and partners team to ensure administrative, office, and daily business operations needs are met and running smoothly
Qualifications
More than 2+ years relevant experience as an executive assistant
Expertise in executive-level calendar management in Outlook
Excellent verbal and written communication skills
Strong intuition, proactivity, reliability and follow-through
Expertise in Microsoft Office (Word, Powerpoint, Outlook Calendar) and Google (docs/slides/sheets) and finds fulfillment in learning new software programs
Strong attention to detail, in addition to organizational and time management abilities
Proven ability to prioritize and handle multiple assignments
Thrives working in a collaborative and fast-paced environment
Customer service champion; you set the bar high for all here
Ability to work well with all levels of clients and team members
Polished, professional, and positive demeanor
Interim Admin. Assistant
Provides administrative support to the Sr. Director, managing complex scheduling, travel, and workflow, ensuring efficient operation of the Advocacy & PA team
Facilitates team coordination, including meeting management, information sharing, and project support, while developing and maintaining databases
Delivers high-level visitor support and communication, manages expense reports, and ensures compliance with security protocols, all within a 12-month timeframe
About the Company
Founded in 2015 by Melinda French Gates, Pivotal expands opportunity and equality for all people through high-impact investments, philanthropy, partnerships, and advocacy. We accelerate social progress by removing barriers that hold people back.
We strive to be creative and innovative in our work and flexible in the approach we take to solving problems. To date, we have invested in over 150 organizations, including nonprofits, private sector companies, venture funds, and advocacy groups that are on the frontlines of the issues we work on. Some areas we currently focus on: women in technology and innovation; women in public office; women and girls of color; adolescent mental health; paid family and medical leave; and caregiving.
Inspired by our founder, we reach across communities and sectors to bring together changemakers who can scale up proven ideas and catalyze new ones. We learn from their experiences, amplify their resources, then step back so they can lead. Our impatience with the status quo is fueled by an optimism that progress is always possible.
About the Job
This position will lead administrative support to the Sr. Director, Program Strategy, Advocacy & Public Affairs supporting scheduling, workflow, and key projects under the Sr. Director’s purview. As part of this role, the administrative assistant will support cross-cutting projects that advance the work of the Advocacy and Public Affairs team, coordinate team meetings and information sharing. Finally, the role will also facilitate visitors related to meetings hosted by the Sr. Director.
To be successful in this role you will need to be a self-starter who is flexible and adaptable. At times, you will be called upon to stretch your schedule, roll with the punches, and provide rapid responses all while maintaining a high degree of attention to detail, diligence, and confidentiality.
This role is expected to have a duration of 12 months. This means that, absent some change, the position will end within that timeframe as defined in the offer letter.
Responsibilities
Strategic Calendar Management:
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.
Organizational and Operational Support:
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
Communication and Collaboration:
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
Qualifications
Minimum Qualifications:
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
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
Gov. Affairs Coordinator
Manages the complex schedules, meetings, and travel arrangements for senior lobbyists, ensuring operational efficiency
Facilitates vital communication between clients and government officials, and provides crucial support in drafting and refining advocacy materials
This firm operates as a leading bipartisan entity in D.C., offering expert advocacy and policy strategy to a wide range of clients within complex gov’t environments
About the Company
Bloomfield & Company is one of Washington's premiere personnel consulting firms. We specialize in recruiting and staffing in the Greater Washington area and around the United States. Bloomfield & Company brings together the talent, experience and resources to provide superior service tailored to each client's need.
Bloomfield & Company’s client is a premier bipartisan government affairs firm based in Washington, D.C., specializing in advocacy and policy strategy. The firm represents a diverse client base, navigating complex legislative and regulatory landscapes.
About the Job
The Government Affairs Coordinator provides administrative and operational support to senior lobbyists, ensuring seamless policy and advocacy efforts.
Responsibilities
Coordinate schedules, meetings, and travel for senior lobbyists
Maintain communication with clients and government officials
Assist with drafting and proofreading advocacy materials
Qualifications
Bachelor’s degree required; political experience preferred
2+ years of administrative experience
Proficiency in Microsoft Office Suite
Gov. Affairs Admin. Assistant
Supports an Org that drives a specialized industry forward through advocacy, resources, and professional development, fostering innovation and solutions
Expertly coordinates meetings, handling scheduling, logistics, and materials, while managing correspondence efficiently
Provides comprehensive administrative support, including travel, expenses, and contract processing, and ensures compliance by tracking legislation
About the Company
Bloomfield & Company is one of Washington's premiere personnel consulting firms. We specialize in recruiting and staffing in the Greater Washington area and around the United States. Bloomfield & Company brings together the talent, experience and resources to provide superior service tailored to each client's need.
Bloomfield & Company’s client is a leading organization dedicated to advancing a specialized industry by providing advocacy, resources, and professional development opportunities. The organization focuses on promoting innovation, addressing industry challenges, and supporting its members through a variety of programs and initiatives.
About the Job
The Government Affairs Assistant provides administrative and logistical support to the Government Affairs team, managing meeting coordination, scheduling, contract administration, and compliance tracking. This role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
Responsibilities
Coordinate government affairs meetings, including scheduling, logistics, materials preparation, and correspondence
Provide administrative support, including managing travel arrangements, expense reporting, and contract processing
Assist with compliance efforts by tracking legislation, preparing ethics reports, and maintaining records
Qualifications
2-3 years of administrative or government affairs experience, with a focus on scheduling and meeting coordination
Strong organizational and time management skills, with the ability to handle competing priorities
Excellent communication skills and a professional demeanor
EA to CEO
Works with an Org that actively promotes business interests through advocacy, strategic initiatives, and professional development
Manages the CEO's complex schedule, including travel and briefing materials, and oversees all executive communications, ensuring seamless operation
Supports critical governance activities, board meetings, and industry events, demanding exceptional professionalism and organizational skills
About the Company
Bloomfield & Company is one of Washington's premiere personnel consulting firms. We specialize in recruiting and staffing in the Greater Washington area and around the United States. Bloomfield & Company brings together the talent, experience and resources to provide superior service tailored to each client's need.
Bloomfield & Company’s client is a prominent industry association committed to advancing business interests through advocacy, strategic initiatives, and professional development. The organization supports its members by fostering industry growth, facilitating key stakeholder engagement, and organizing high-profile events that drive innovation and collaboration.
About the Job
The Executive Assistant to the CEO provides high-level administrative support, managing scheduling, communications, and logistics for the CEO. This role requires exceptional professionalism, discretion, and organizational skills to facilitate executive operations and stakeholder engagement.
Responsibilities
Manage the CEO’s calendar, travel arrangements (domestic and international), and briefing materials
Oversee executive communications, including monitoring emails and coordinating internal and external meetings
Support governance activities, board meetings, and high-profile industry events
Qualifications
5+ years of executive assistant experience, preferably with a bachelor’s degree
Proficiency in Microsoft Office and ability to quickly adapt to new systems
Strong communication, organizational, and time management skills
Regional CEO
Oversees regional operations, driving mission delivery and achieving performance targets across various Red Cross programs and initiatives
Cultivates strong community relationships, engages with key stakeholders, and ensures the organization's visibility through strategic comms and outreach
Leads and develops a diverse workforce and volunteer network, fostering a collaborative environment to effectively serve community needs
About the Company
Joining The American Red Cross is like nothing else—it’s as much something you feel as something you do. You become a vital part of the world’s largest humanitarian network. Joining a team of welcoming individuals who are exceptional, yet unassuming. Diverse, yet uncompromising in unity. You grow your career within a movement that matters, where success is measured in people helped, communities made whole, and individuals equipped to never stop changing lives and situations for the better.
When you choose to be a force for good, you’ll have mentors who empower your growth along a purposeful career path. You align your life’s work with an ongoing mission that’s bigger than all of us. As you care for others, you’re cared for with competitive compensation and benefits. You join a community that respects who you are away from work as much as what you do while at work.
About the Job
The Regional Chief Executive Officer will oversee the Central & South Texas Region in the achievement of core mission delivery including performance targets in mission, communications/marketing, volunteer services, operational management, blood donor sponsorship support and recruitment, and less than $15M in annual fundraising. Serve as the face of the American Red Cross for various community initiatives; the media, donors, biomedical initiatives, blood sponsors and their communities. Manage regional functional officers chapter leaders. Partner in a matrix system structure with division leadership to ensure organizational programs are executed. Develop and engage volunteer boards and community volunteer leadership. Build a diverse and an engaged regional employee and volunteer workforce representative of the communities served and who uphold the core values of the American Red Cross.
Responsibilities
Deliver overall targets/goals of the region including service delivery, workforce engagement, biomed support, revenue, and expense
Maintain compliance with corporate governance, policies, and governmental regulations. Ensure sound financial management and public accountability for contributions, income, expense, and all Red Cross assets. In partnership with division leadership, provide leadership and management of assigned staff, deliver Red Cross programs and services and uphold the core values of the organization
Develop and implement a comprehensive community capacity building strategy that aligns with the organization's mission and goals, ensuring that initiatives are responsive to the needs and strengths of the community
In conjunction with the division fundraising & development leadership, work together to achieve the fundraising goals across assigned region. Actively participate in developing fundraising strategies and fundraising efforts to grow financial resources within the region
Build and cultivate strong external relationships with key organizations and community leaders. Partners include donors, blood sponsors, governments, corporations, civic organizations, military, and other community charitable and nonprofit agencies
Ensure strong visibility for the American Red Cross in the regional jurisdiction. Increase and leverage community awareness and commitment to the American Red Cross by being an active community participant. Ensure regular local media and social media communications regarding all Red Cross services and regional/national activities, consistent with regional/national communication strategies
Build a strong collaborative environment across all lines of service and business units in the region to effectively deliver against the Red Cross mission. Provide leadership and strategy for improved performance. Ensure that community needs are communicated to the lines of services and business units and that the American Red Cross programs and capacity needs are communicated to the community
Build regional capacity for service delivery in all lines of service through program development and the engagement and retention of volunteers and partners. Ensure consistent, responsive, and timely delivery of high-quality services throughout the region. Ensure youth and young adults are engaged through a network of Red Cross Clubs which are integrated into the service delivery plans. May be called upon to serve roles in coordination with national response operations
Oversee the board members and community volunteer leaders within an assigned region or geographic area. Build and guide activities of chapter boards. Ensure diversity of board leadership, representation of major organizations and community leaders, and maintaining board committees that support the mission through advocacy, fundraising and service delivery. Lead and support the selection and engagement of diverse Community Volunteer Leaders who further the Red Cross mission in assigned geographic areas
Qualifications
Education: Bachelor’s degree required. Preferred Master’s degree in the field of community organization, public or business administration or nonprofit management
Experience: Minimum 7 years related experience in the profit or not-for-profit sector in business, sales or corporate administration
Management Experience: Minimum 5 years of experience directing a workforce and program management responsibilities
Legal Executive Assistant
Manages intricate calendars, schedules meetings, and coordinates travel for fee earners, ensuring seamless administrative support
Assists in document preparation, proofreading, and internal communication, demonstrating meticulous attention to detail
Handles expense management, billing support, and other administrative tasks, maintaining efficiency in a fast-paced environment
About the Company
Bloomfield & Company is one of Washington's premiere personnel consulting firms. We specialize in recruiting and staffing in the Greater Washington area and around the United States. Bloomfield & Company brings together the talent, experience and resources to provide superior service tailored to each client's need.
Bloomfield & Company’s client is a globally recognized law firm that provides legal counsel to major corporations, financial institutions, and governments on complex and high-stakes matters. With a collaborative and forward-thinking approach, the firm is committed to delivering exceptional client service while fostering a diverse and inclusive work environment.
About the Job
The Executive Assistant will provide high-level administrative support to fee earners, including managing calendars, coordinating travel, preparing documents, and handling confidential communications. This role requires strong organizational skills, attention to detail, and the ability to prioritize multiple tasks while maintaining efficiency in a fast-paced environment.
Responsibilities
Manage complex calendars, schedule meetings, and coordinate travel arrangements
Assist in document preparation, proofreading, and internal communication support
Handle expense management, billing support, and other administrative tasks as needed
Qualifications
At least three years of experience supporting executives in a legal or professional services setting
Strong proficiency in Microsoft Office, including Word, PowerPoint, Outlook, and Excel
Excellent communication, organizational, and problem-solving skills
Sr. Executive Assistant
Manages intricate schedules, travel, and communications for the CEO and COO, ensuring smooth executive operations
Prepares and refines critical business documents, including reports and presentations, demanding meticulous attention to detail
Acts as the key communication bridge between executives, internal teams, and external partners, facilitating effective interactions
About the Company
Bloomfield & Company is one of Washington's premiere personnel consulting firms. We specialize in recruiting and staffing in the Greater Washington area and around the United States. Bloomfield & Company brings together the talent, experience and resources to provide superior service tailored to each client's need.
Bloomfield & Company’s client specializes in infrastructure development, investment, and asset management across multiple regions, including the Americas. By working closely with public and private partners, it is committed to creating long-term, sustainable projects that drive economic and social impact.
About the Job
The Senior Executive Assistant will provide high-level administrative support to the CEO and COO of the Americas. This role requires exceptional organizational skills, discretion, and the ability to manage competing priorities in a fast-paced environment.
Responsibilities
Manage complex scheduling, travel arrangements, and correspondence for executives, ensuring seamless coordination
Prepare and edit reports, presentations, and other business documents with a high level of accuracy
Serve as the primary liaison between executives, internal teams, and external stakeholders
Qualifications
Bachelor’s degree with 7-10 years of executive assistant experience, including C-suite support
Strong communication, organizational, and problem-solving skills with the ability to manage competing priorities
Proficiency in Microsoft Office Suite and experience working in fast-paced, high-pressure environments
Office Manager
Manages the Founder's complex schedule, communications, and meeting arrangements, providing high-level executive support
Oversees all office operations, including vendor management and property maintenance, ensuring a smooth and efficient work environment
Coordinates intricate travel logistics, plans events, and handles detailed expense reporting for the Founder and a team of 10
About the Company
Bloomfield & Company is one of Washington's premiere personnel consulting firms. We specialize in recruiting and staffing in the Greater Washington area and around the United States. Bloomfield & Company brings together the talent, experience and resources to provide superior service tailored to each client's need.
Bloomfield & Company’s client is a private investment holding company and single-family office managing capital and wealth for its founder and affiliated interests. The firm oversees investment strategies, financial management, and business operations while maintaining a highly collaborative team environment.
About the Job
Seeking an Executive Assistant and Office Manager to support the Founder and manage office operations. This role requires executive-level administrative support, calendar and travel coordination, and office oversight for a team of 10 employees.
Responsibilities
Manage the CEO’s schedule, meetings, and communications
Oversee office operations, vendors, and property management
Coordinate travel, events, and expense reporting
Qualifications
Minimum 3 years supporting C-suite executives
Strong organizational and communication skills
Proficiency in Microsoft Office; experience with collaborative tools preferred
CIO Special Assistant
Litigates high-impact civil rights cases, focusing on issues related to racial justice and immigrants' rights, and contributes to strategic litigation and advocacy
Conducts legal research, drafts pleadings and briefs, represents clients in court, and collaborates with ACLU affiliates and partner Orgs to advance legal strategies
Provides legal expertise, mentors junior staff, and engages in public speaking and media advocacy to raise awareness about issues and promote change
About the Company
For over 100 years, the ACLU has worked to defend and preserve the individual rights and liberties guaranteed by the Constitution and laws of the United States. Whether it’s ending mass incarceration, achieving full equality for the LGBTQ+ community, establishing new privacy protections for our digital age, or preserving the right to vote or the right to have an abortion, the ACLU takes up the toughest civil liberties cases and issues to defend all people. We know that great people make a great organization. We value our people and know that what we offer is essential not just their work, but to their overall well-being.
About the Job
Reporting to the Chief Information Officer (CIO) and the Chief Information Security Officer (CISO), the Special Assistant will be responsible for administrative, logistical, and operational support and help facilitate the progression of projects and initiatives requiring the CIO’s and CISO’s time, attention, and work product.
The Special Assistant will also serve as a liaison to their counterparts in senior leadership teams across the organization to enhance coordination, collaboration, and cross-departmental communication, and work to advance the mission and strategic goals of the ACLU. This position will handle information that is highly sensitive and confidential.
Responsibilities
Complete a broad variety of administrative and logistical tasks that facilitate effective leadership, including - calendar management, assisting with special projects; designing and producing documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact and attendee lists; arranging travel; and completing expense reports
Arrange and handle all logistics for departmental and organization-wide meetings: scheduling; preparing draft agendas and talking points; developing, compiling, and distributing presentation materials; and drafting meeting minutes
Serve as "gatekeeper" and "gateway" for internal and external constituencies on all matters pertaining to the CIO and CISO, including those of a highly confidential and critical nature; prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CIO’s and CISO’s styles and organization policy
Provide sophisticated calendar and task management assistance: prioritize inquiries and requests while troubleshooting and resolving conflicts; maintain an organized system of tracking, monitoring, and prioritizing tasks and projects related to the CIO and CISO portfolios; make judgements and recommendations to ensure smooth day-to-day engagements
Work closely with the CIO and CISO to keep them well informed of upcoming commitments and responsibilities, following up as appropriate; act as a "barometer," having a sense for the issues taking place in the environment and keeping the CIO and CISO updated and anticipating needs in advance of engagements
Receive and screen communications to the CIO and CISO, including office visitors, telephone calls, email messages, and mail; provide assistance using independent judgment to determine those requiring priority attention
Draft regular organization-wide communication(s) from CIO or CISO; liaise with communications, digital, internal communications counterparts as necessary
Manage and update intranet pages for the CIO and CISO departments
Manage vendor billing and invoices on behalf of IT and Information Security teams
Engage in special projects and other duties as assigned
Qualifications
Significant executive support experience, including supporting C-level executives and board members
Excellent judgement with ability to maintain a high level of integrity and discretion in handling confidential information
Excellent interpersonal skills and high emotional intelligence with the ability to engage stakeholders at all levels
Strong verbal and written communication skills
Ability to manage multiple projects simultaneously and switch gears at a moment’s notice
Highly organized with great attention to detail
Proficiency with Microsoft Word, Excel, and PowerPoint; ability to design and edit basic graphic presentations and materials using Microsoft Office applications
Willingness to conquer the “small tasks” with an understanding of their vital importance in the success of the team
Ability to complete a high volume of tasks and projects with little or no guidance
Director, Contract Mgmt.
Leads NYSERDA's Contract Management Team, overseeing all contracting and procurement activities, ensuring compliance and timely execution
Manages the full contract lifecycle, mitigates risks, and implements contracting policies, while serving as Procurement Officer for MWBE and SDVOB programs
Drives process improvements, provides training to colleagues, and manages budgets, while fostering transparency and developing staff to meet goals
About the Company
New York is leading the nation in the fight on global climate change and the transition to a clean energy-powered economy. The Climate Leadership and Community Protection Act (Climate Act) has created the most aggressive climate change goals in the nation and requires an ambitious agenda that blends proven catalysts with innovative approaches while operating across a broader energy arena that is rapidly evolving. New York State Energy Research & Development Authority (NYSERDA) is a driving force in realizing this agenda. NYSERDA works with stakeholders that span residents, business owners, developers, community leaders, local government officials, universities, utilities, investors, entrepreneurs, and more, to develop, invest, and foster conditions that: attract the private sector capital investment needed to expand New York’s clean energy economy, overcome barriers to using clean energy at a large-scale in New York, and enable New York’s communities and residents to benefit equitably from energy efficiency and renewable energy.
About the Job
The Director, Contract Management leads the Contract Management Team in providing ongoing oversight and improvement of NYSERDA's contracting process and to serve a critical leadership role in making NYSERDA more responsive and easier to use for customers, partners, and colleagues, while adhering to NYSERDA’s Policies and Practices. The Director will lead the full range of contracting and procurement activities in NYSERDA's high volume government contracting environment. The Director will enable colleagues to perform their work more seamlessly, timely, and effectively, while appropriately minimizing the risk NYSERDA undertakes in its contracting.
Responsibilities
Lead NYSERDA's contract management team in managing the Authority's contracting and procurement activities
Drive and foster a customer-service orientation to contracting thereby enabling staff throughout NYSERDA to perform timely and effective contracting of the programs, projects, goods, and services that are critical to executing the Authority's strategy
Oversee and manage the full lifecycle of contracting and procurement activities including competitive solicitations, contract negotiation, administration, modification, and closeout As an Authorized Signatory for NYSERDA, ensure all contracts are reviewed and signed in a timely and compliant manner
Ensure development of and compliance with contracting policies and procedures consistent with regulations and NYSERDA policies
Effectively manage risk, perform risk analysis for all contractual documents, and recommend mitigating options
Serve as Procurement Officer for the MWBE and SDVOB programs overseeing compliance and reporting
Collaborate with colleagues in program and administrative teams to identify contracting processes improvements, problem-solve, and overcome constraints
Deploy improvements to contracting processes that enable the Authority to contract for new programs, manage risk, simplify customer and partner interfaces, reduce cycle times, support internal workflow, enable programmatic flexibility, support robust reporting, and reduce cost
Partner with, train, and support colleagues throughout the Authority to enable their success in adhering to NYS Procurement regulations and managing the Authority's risk
Seek opportunities to foster transparency in the Authority's contracting processes to ensure a shared sense of accountability for success in the Authority's contracting
Manage department administrative and program budgets. Be proficient in budget and outcome reporting to ensure the allocated budget is used appropriately. Proactively manage variances to prevent cost overruns and effectively reallocate funds if needed
Identify and execute opportunities to develop staff and colleagues to meet the Authority’s goals and their own professional goals serve as a mentor and a role model. Guide professional development (training, experience, and exposure) for each member of the team
Build camaraderie, accountability, and execution excellence within the team
Work with colleagues, partners and other State Agencies and Authorities to identify opportunities to establish and evolve solutions that advance supplier diversity or procurement activities
Perform other responsibilities as assigned
Qualifications
Minimum Qualifications:
Bachelor’s degree in business, engineering or other science disciplines
At least 10 years of relevant experience in operations, contract management or program management including 7 years of progressive supervisory or management experience
Excellence in the Microsoft Office 365 suite of tools
Preferred Qualifications:
Master’s degree in business, engineering or other science disciplines
8 years of relevant experience in operations, contract management or program management including 7 years of progressive supervisory or management experience
Experience in Government Procurement
Experience in a Government service organization
Experiences with Salesforce, SharePoint, Oracle Peoplesoft (or other ERP system), Asana, Confluence, Tableau highly desirable
Exec. Assistant, Comms Office
Provides comprehensive administrative support to the VP and MD, including managing schedules, travel arrangements, expenses, and confidential information
Supports Office of Comms. operations by handling finances, contracts, recruitment, on-boarding, staff engagement, office management, and facilities needs
Contributes to communications and project support through content creation, editing, proofreading, event support, and maintaining internal platforms
About the Company
The Brookings Institution is a nonprofit public policy organization based in Washington, DC. Our mission is to conduct in-depth research that leads to new ideas for solving problems facing society at the local, national and global level.
We bring together leading experts in government and academia from all over the world, rooted in open-minded inquiry and representing diverse points of view, who provide the highest quality research, policy recommendations, and analysis. Research topics cover a full range of public policy issues in economics, foreign policy, development, governance and metropolitan policy.
With fair and transparent business practices, clear communication, mutual respect, and a collaborative atmosphere that offers both professional and personal development opportunities, Brookings offers an inclusive and welcoming workplace that values the efforts of all contributors.
About the Job
The Executive Assistant, Office of Communications provides a broad range of Operations administration within the Office of Communications, including executive administrative support for the Vice President and Managing Director. Works closely with Office of Communications (COMM) senior management, the Executive Office (EO), and peers across the Institution to coordinate efficient and effective operations for the Central Communications office.
Responsibilities
Administrative Support for the Vice President and Managing Director (40%)
Serves as central point of contact for internal and external requests to the Central Communications office that require the attention of the Vice President (VP) and/or Managing Director, answering questions in a timely way, using acquired knowledge of Central Comms and sound judgment, following up when further information is needed or requested, making scheduling recommendations
Keeps the VP and Managing Director informed of items that arise throughout the day; uses discretion and judgment to suggest solutions and/or opportunities
Tracks action items for the VP and Managing Director to manage and ensure appropriate and timely follow up on internal and external requests for information or decision
Works with the VP and Managing Director to distribute invitations, agendas, and materials for regular communications meetings. Responsible for the dissemination of information and taskers from communications team meetings. Proactively tracks status of priorities and projects, as requested
Helps draft, edit, and finalize concept notes, background memos, briefings, talking points, and other written materials in support of communications initiatives
Provides comprehensive administrative support for the VP. Arranges and coordinates the VP’s daily and long-term schedule; handles all incoming requests and prep materials for meetings, speaking engagements, media interviews, etc. for the VP. Maintains key peer-level relationships across Brookings and with external key audiences to support effective calendar maintenance. Maintains VP contacts and email as needed
Prepares travel arrangements and itineraries for the VP, including logistics, materials preparation, liaising between offices, information gathering, booking, procurement card and per-diem resolution, and ensuring timely follow up
Handles all expenses and reimbursement for the VP
Handles and coordinates confidential information with complete discretion
Operations Support for the Office of Communications (50%)
Under the supervision of the Managing Director, handles invoicing, contract routing, and monthly expense reports for the office
Supports the Managing Director with coordinating recruitment processes, including scheduling interviews, managing job simulation exercises, and conducting phone screens and references as required
Performs tasks related to on-boarding staff and interns, including scheduling meetings/trainings, preparing onboarding materials, and ensuring new staff are set up in SharePoint, Teams, Workday, and other program-standard software, etc.
Assists with Staff Engagement to foster an environment of belonging among all Central Communications Staff. Supports staff engagement activities including logistics and arranging catering for programs, events, and meetings
Provides office management services, including serving as primary point-of-contact for organizing, maintaining, and ordering supplies for the unit, including anticipating staff needs and managing inventory
Serves as a point of contact for the facilities needs of the program along with the Managing Director. Ensures facilities work tickets are submitted and processed in a timely way
Monitor shared inboxes as assigned, distributing messages as appropriate
Actively contributes to internal team and/or organizational work that shapes our systems and our culture
Communications and Project Support (10%)
Supports integrated communications and outreach campaigns with the creation of content and project management as needed
Helps proofread, edit, and vet written materials to ensure compliance with internal processes and help identify areas for improvement
Prioritizes conflicting needs, handling matters expeditiously and proactively. Follow-through on projects to successful completion, often with deadline pressures
Manages and ensures appropriate and timely follow-up on internal and external requests for information or action
Provides on and off-site event support as required
Helps maintain guides for internal processes and coordination, including regular maintenance of internal Office of Communications platforms (Inside Brookings and Daily Sync)
Other duties as assigned
Qualifications
Education & Experience
Bachelor’s degree or an equivalent combination of education and experience required
Minimum three years of relevant work experience that includes a minimum of two years of supporting executive level staff
Work experience in a fast-paced, professional work environment, preferably in a communications, media, policy, government, or nonprofit setting
Demonstrated ability to work with senior-level executives; ability to work on independent projects; superior desktop personal computer skills (Microsoft Word, Excel, PowerPoint, Outlook); and solid writing skills required
Orientation to administration as a professional field preferred
Must be authorized to work for any employer in the U.S.
Knowledge & Skills
Excellent administrative, organizational, computer, and communication skills (including excellent grammar, spelling, proofreading, and editing skills) is required
Must have acute attention to detail and commitment to follow-through, be discreet, dependable, and work quickly while coordinating a variety of tasks simultaneously
A tactful and mature demeanor with ability to interact with all levels of internal and external stakeholders; high degree of professionalism and the ability to maintain confidentiality of sensitive information; comfortable performing administrative/logistical coordination tasks; strong project management skills; comfortable working with data; ability to think ahead and plan proactively; excellent organization and coordination skills with a high commitment to customer service; ability to multitask and meet multiple deadlines and work well under pressure; mature judgment and ability to prioritize
Ability to work independently and in close cooperation with others