Senior Associate, Chief Strategy Office - Kirkland, United States - Pivotal Ventures Inc.

Description

Pivotal Ventures ("Pivotal") is an investment and incubation company created by Melinda French Gates. We partner, invest, and advocate to remove barriers that hold people back, concentrating on areas where progress and opportunity have stalled for millions of Americans. The pursuit of a more equal and equitable United States-not just for some of us, but for everyone-is what drives us forward. It's the why behind every problem we tackle.

We approach partnership with big ambitions and open minds, embracing what's already working and innovating beyond traditional philanthropy. Some areas we 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.

The Senior Associate will support the growing needs of new functions and leaders of the Chief Strategy Office. This role will be critical partner to the Sr. Directors in the office by driving effective and efficient operations and administrative support and enabling the team to deliver high-impact results in ways that are flexible and sustainable. Additionally, the Lead will manage projects between multiple offices and will require a high level of communication and organization as you will collaborate with a diverse range of stakeholders from across the company, with vendors and consultants as well as external partners.

This is a Limited Term Employee (LTE) position and is expected to have a duration of 3 years.

To be successful in this role, the Senior Associate will work under the direction of two senior leaders while being a self-starter who proactively spots issues and recommends solutions, and is adept at navigating complex calendars, processes, relationships, ecosystems, and partnerships. The role requires balancing initiatives and processes and prioritizing across competing interests and opportunities. This role requires high amounts of discretion, confidentiality and judgement. At times, they will be called upon to stretch their schedule, roll with the punches, and provide rapid responses all while maintaining a high degree of attention to detail and process. Comfort with ambiguity and shifting environments, combined with a sense of humor is essential.

ROLE RESPONSIBILITIES

Project Management & Coordination in support of Team Operations

• Serve as primary operations and administrative support for emerging functions under the direction of the Sr Directors, create a productive and scalable working environment through optimizing team operations, developing and implementing new team processes and integrating the emergent functions across existing processes and initiatives ats Pivotal.
• Support the Sr. Directors with day-to-day oversight of team operations and logistics.
• Support implementation of the budget, finance, and strategic planning processes and functions as they pertain to the functions.
• Partner with colleagues to drive improvements to and adoption of shared tools, systems, operating models, and processes, including AirTable, Workday and Salesforce CRM.
• Support the Sr. Directors in the organization, planning and execution of Learning Sessions, convenings and other events for and involving Principals, coordinating the preparation, follow ups, and input on most effective timelines.
• Collaborate with Pivotal's Contracts Team, coordinating and tracking contracts and deliverables using the CRM, implementing the vendor evaluation process, and coding invoices for payment approval.
• Collaborate with Pivotal's grants administration team to ensure grantmaking processes are following and stakeholders are brought into the process at the right time to ensure fluid and swift grant making, as needed.
• Support key stakeholder relationships within the team and across Pivotal through timely data collection and entry into the CRM. Includes preparing materials at the request of the Sr. Director(s) to maximize information sharing and collaboration.
• Assist in the workflow coordination of key projects by ensuring effective communication, consistent implementation of team processes, and efficient organization of documents.
• Identify areas for process improvement, make recommendations, and implement changes as appropriate to ensure efficiency and effectiveness across the teams.
• Embody the Office of the Managing Director, Impact's commitment to equity and belonging and team well-being.
• Work on special projects as needed. May include conducting research and analysis of data to respond to requests.

Administrative Support

• Provide strategic calendar management for the Sr. Directors in the Chief Strategy Office, including driving priorities and rescheduling others; troubleshooting when necessary; collaborating with partners and assistants across Pivotal Ventures and external stakeholders.
• Action item tracking, emphasizing prioritization and impact on scheduling and integrating critical time management.
• Coordination of travel preparation, planning and schedules for the Sr. Directors and Next Gen team, including transportation, accommodations, conference/event registrations, travel documentation, etc.
• Review, reconciliation, and filing monthly expense reports.
• Perform related clerical tasks such as printing, photocopying, mailing, and scheduling conference rooms.
• If necessary, support the Sr. EBP in planning internal/external events and activities in support of the Chief Strategy Office. May also include coordinating arrangements and gifting process for internal/external participants, handling logistics of guests, preparing and disseminating meeting materials.
• Provide meeting support, including taking notes and minutes and scheduling/arranging meetings; distribute materials in advance of meetings as requested, specifically agendas/presentations to external and internal partners on behalf of the Sr. Directors.

SKILLS AND 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:

• Exceptional organization and time management skills, including the ability to prioritize multiple tasks to meet changing deadlines and requests, while strategically thinking ahead.
• Experience working across organizations and collaborating with other teams, vendors, partners, and key stakeholders.
• Ability to build and maintain relationships and networks, to collaborate closely, and influence others to achieve consensus
• Ability to work in a dynamic, fast-paced environment that requires effectively juggling multiple and competing demands, establishing priorities, and meeting deadlines while providing continual attention to detail.
• Excellent interpersonal, verbal, and written communication skills; ability to disseminate information clearly and concisely.
• Ability to maintain a positive, cooperative, and professional attitude in stressful and time sensitive situations and circumstances.
• Proficiency using Microsoft Office (Teams, Outlook, Word, Excel, PowerPoint) and Salesforce. AirTable experience a plus.
• Demonstrated experience in maintaining confidentiality and privacy during sensitive situations in a dynamic environment, and the ability to use discretion with communications. Must be able to uphold and ensure security and confidentiality of all information.
• Comfort with working both independently and as part of team.
• High integrity, sound judgment in decision-making, and discretion with confidential matters and sensitive information.
• Ability to react well under pressure and maintain a positive, cooperative, and professional attitude under a variety of circumstances and time sensitive situations.
• Ability to offer creative solutions when faced with challenges, think through alternatives, and implement the best course of action.
• Openness and willingness to learn; uses setbacks and failures as a positive teaching tool with the mindset of continuous improvement.
• Enthusiasm and passion for philanthropy and personal commitment to the important role that women and girls can play in transforming the world.
• A well-developed sense of humor and ability to interface with diverse groups, individuals and across multiple organizations, treating all with respect and consideration regardless of status or position.

QUALIFICATIONS

• A minimum of five years of relevant experience providing administrative and/or project coordination support with increasing levels of complexity
• Schedule flexibility, as Sr. Directors sit in and frequently travel across different time zones

Base annual compensation range for this role is from $122,600 - $128,800. This is a Limited Term Employee (LTE) position, based in Kirkland, WA or Washington DC and is expected to have a duration of 3 years. This means that, absent some change, the position will end within that timeframe as defined in the offer letter. The limited duration of the position does not alter the at-will nature of the position or work at Pivotal Ventures.

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, discretionary annual target performance bonus 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