Executive Assistant and Project Operations Specialist

Executive Assistant and Project Operations Specialist

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.

The People and Engagement division is focused on ensuring that every member of the CFB can thrive, feel respected, and be fully engaged in our mission. The division encompasses two teams, the EEO/DEI unit and People Operations unit. The EEO/DEI team drives agency efforts to uphold fairness, build inclusive practices, and compliance with federal, state, and local laws prohibiting employment discrimination. The People Operations team works to deliver HR solutions in the areas of employee growth, talent management, succession planning, payroll management, compliance, labor relations, and policy implementation. Together we work to build people systems that allow for a positive employee experience and workplace culture.

The Executive Assistant and Project Operations Specialist will be responsible for supporting the People and Engagement division. Reporting to the Assistant Executive Director for People and Engagement/Chief People Strategy Officer the Executive Assistant and Project Operations Specialist will support in ensuring that communication is clear, workflows are consistent and help ensure projects stay on task. This role will manage administrative coordination and responsibilities in process mapping, standardization, and documenting processes. Responsibilities include but are not limited to:

• Coordinate day-to-day administrative tasks, including scheduling, meeting preparation, and including maintaining key division information, creating and maintaining filing systems, assisting in drafting correspondence, document management and facilitating review of invoices, purchase orders, and memos.
• Serve as a liaison across both teams to streamline communication and ensure efficient workflows.
• Conduct process mapping to visualize workflows and identify gaps.
• Develop, maintain, and update standard operating procedures and process documentation.
• Work with the EEO/DEI and People Operations teams to ensure that intranet hubs are updated routinely.
• Support People and Engagement initiatives and events including scheduling, preparing and distributing advance agendas, notetaking and following up with post-meeting action items, and organizing room setup.
• Track and monitor project deliverables, timelines and follow ups.
• Assist in compiling reports and analyzing data to support the division.
• Completing other special projects and tasks assigned by division leadership.

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 Microsoft Office tools and systems including Outlook, SharePoint, Word, and Excel. Knowledge of other work platforms used by the agency, like Monday.com Knowledge of project management methodologies such as Agile

Skills - Excellent communication skills - High degree of organization and time management - Actively listens and adapts communication style - Managing cross-functional initiatives - Attention to detail and accuracy - Skilled in process mapping, documentation, and standardization - Set boundaries and exercise judgement

Abilities - Ability to prioritize, track multiple deadlines, and manage competing requests - Ability to complete tasks with minimal oversight - Ability to resolve issues while maintaining positive customer experience - Able to build trust with professionalism and follow through - Ability to analyze data and make recommendations - Ability to think critically and solve problems - Ability to provide clear and concise communication

Other - 2-3 years of experience as an executive assistant, office administrator, program associate, operations specialist or other support staff role - Strong initiative and a proactive approach - High degree of professionalism and integrity handling sensitive information - Collaborative mindset - Commitment to continuous learning and improvement