SPI Administrative Coordinator

Job Description

Start your career here at the NYC Campaign Finance Board. Click on the link to learn more about the open positions at our agency!

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

Strategy, Products, and Innovation (SPI) is a new department responsible for leading the development of new initiatives and driving innovation across the agency’s existing products and programs. We oversee and implement the agency’s strategic plan, and we work across departments to pilot, build, and maintain new policies and technologies that will support future elections.

The division is led by the First Deputy Executive Director, and currently includes:

- The Strategy & Policy department, which leads the agency’s strategic planning, policy development, and data research work;

- The Technology department, which leads custom software development, networking and infrastructure, and cybersecurity; and

- The new Product department, which will be responsible for creating the overall roadmap for tech modernization and process improvements, aligning tech projects with the agency’s strategic plan and objectives.

JOB DESCRIPTION

This position reports to the First Deputy Executive Director. The person in this role will be responsible for providing executive support as well as administrative support to the Strategy, Products, and Innovation division. The ideal candidate is exceptionally organized, proactive at solving problems, a strong communicator and collaborator, technologically proficient, and eager to learn. The best fit for this position would be someone who loves building new systems to support a new division, improving workflows between departments, and ensuring that everything runs smoothly. Responsibilities include but are not limited to:

Executive support

- Provide executive support to the First Deputy Executive Director; provide support to the Executive Director on request.

- Proactively manage the First Deputy Executive Director’s calendar, balancing time for deep work, strategic meetings, internal operations, and external meetings and interviews.

- Assist in maintaining the First Deputy Executive Director’s task list in Monday.com, ensuring all tasks are aligned with priorities and daily activities.

- Schedule, confirm, and organize meetings with stakeholders in alignment with division priorities.

- Prepare agendas, briefing materials, and talking points in advance of key meetings.

- Attend meetings upon request, take detailed notes, circulate meeting minutes, and track status of action items, following up as needed.

- Screen communication, including emails and meeting requests, to ensure timely attention.

- Draft high-quality communications, memos, and reports on behalf of the First Deputy Executive Director.

- Create draft presentations for the First Deputy Executive Director for both internal agency communications and external appearances.

- Maintain a high degree of professionalism and discretion in handling sensitive or confidential information.


Division administrative and special projects support

- Maintain and continuously improve shared systems, including division SharePoint sites or other internal knowledge hubs, team calendars, templates, and relevant contact lists.

- Ensures that all staff lists are up to date in Microsoft, Lattice, and the intranet; coordinates with key staff in other divisions who maintain these tools to ensure any needed chan