Executive Assistant and Project Operations Specialist

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 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. Job Description 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 ensure that communication is clear, workflows are consistent and projects stay on task. This role will manage administrative coordination and responsibilities in process mapping, standardization, and documenting processes. Responsibilities Coordinate day‑to‑day administrative tasks, including scheduling, meeting preparation, and 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. Complete other special projects and tasks assigned by division leadership. Essential Knowledge, Skills, Abilities & Other Behaviors (KSAOs) Knowledge Microsoft Office tools and systems including Outlook, SharePoint, Word, and Excel. Other work platforms used by the agency, like Monday.com. Project management methodologies such as Agile. Skills Excellent communication skills. High degree of organization and time management. Active listening and adaptation of communication style. Management of cross‑functional initiatives. Attention to detail and accuracy. Skill in process mapping, documentation, and standardization. Setting boundaries and exercising judgment. Abilities Prioritizing, tracking multiple deadlines, and managing competing requests. Completing tasks with minimal oversight. Resolving issues while maintaining a positive customer experience. Building trust with professionalism and follow‑through. Analyzing data and making recommendations. Thinking critically and solving problems. Providing 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. Preferred Qualifications 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. Minimum Qualifications A bachelor’s degree from an accredited college, including or supplemented by at least twelve‑semester credits (or the equivalent) in accounting, auditing, business or public administration, computer science, economics, finance, statistics, graphic design, personnel or human resources administration, user experience design, or a closely related area of study, and one year of satisfactory full‑time experience in accounting, auditing (including compliance or investigative auditing), business or public administration, business analysis, computer science, database administration, economics, finance, fiscal or economic management or research, statistics, graphic design, personnel or human resources administration, user experience design, or a closely related field; or a four‑year high school diploma or its educational equivalent and five years of experience as described above; or education and/or experience equivalent to the first option. 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 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 two 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. Job Classification

ANALYST CFB AL 2&3 ONLY - 0660A