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.

Role Description

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.

Role 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.
  
  

Skills & Competencies

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The requirements listed below are representative of the knowledge, skills, and/or behavior required to be successful in this role.

• Provides comprehensive support to executives by strategically managing schedules, fostering meaningful interactions with teams, and serving as a collaborative partner rather than a gatekeeper.
• Has a constant level of high-touch customer service to ensure everyone always feels welcome.
• Excellent interpersonal, oral, and written communication skills and the ability to disseminate information clearly and concisely.
• Ability to maintain a positive, collaborative, and professional demeanor in stressful and time critical situations and circumstances.
• Comfort working both independently and as part of a team.
• Outstanding communication skills and ability to partner collaboratively across teams, individuals, and multiple organizations, building trusted relationships. treating all with respect and consideration regardless of status or position.
• High integrity, upholds honesty and transparency across all actions, uses discretion with confidential matters and sensitive information, and has attention to detail in composing typing and proofing materials.
• Openness and willingness to learn. Embraces personal growth using mistakes as a positive teaching tool with the mentality of continuous improvement.
• Enthusiasm and passion for philanthropy and personal dedication to the important role that women and girls can play in changing the world.
  
  

Qualifications

• Minimum of 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.
  
  

Base annual compensation range for this role is from $56.44 - $58.61 per hour and is based in Pivotal’s Washington DC office.

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.

Benefits include medical, dental, vision, life, long-term disability and long-term care insurance, fertility benefit, backup caregiving solution, 144 hours of vacation, 96 hours of sick leave, 401k, HSA, FSA, and more.

APPLICATION

To apply, send submit your application via the Pivotal Ventures Careers page.

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Please note this job description is not designed to cover or contain a comprehensive list of duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Pivotal values diversity and is strongly committed to providing equal employment opportunity for all employees and all applicants seeking employment. All employment decisions at Pivotal are based on the candidate’s or employee’s capabilities and qualifications without regard to race, color, creed, religion, sex, sexual orientation, gender expression or identity, age, national origin, citizenship, veteran, military, or marital status, sensory, physical, or mental disability, genetic information or any other status or characteristic protected by applicable law. If you need assistance and/or reasonable accommodation due to a disability during the application or recruiting process, please contact [email protected].