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.

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

• 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.
• Completing other special projects and tasks assigned by division leadership.

ESSENTIAL KNOWLEDGE, SKILLS, ABILITIES & OTHER BEHAVIORS (KSAOs)

• 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.
• Excellent communication skills.
• A high degree of organization and time management.
• Actively listens and adapts communication style.
• Maintaining 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.

Minimum Qualifications

• A bachelor’s degree from an accredited college including or supplemented by at least twelve-semester credits (or the equivalent of twelve-semester credits) 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 in “1” above; or
• Education and/or experience equivalent to “1” above.

Public Service Loan Forgiveness

If you are interested in applying for Public Service Loan Forgiveness, please visit the U.S. Department of Education’s website at https://studentaid.gov/pslf/.