Executive Business Partner, Executive Engagement

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.

The Executive Engagement team is responsible for providing exceptional operational support to the organization's principal. The Executive Business Partner (EBP) is responsible for providing administrative and organizational support to the Vice President, Executive Engagement and ensuring smooth and effective operations of the Executive Engagement team.

In this role, the Executive Business Partner will support the Vice President across their full range of work of internal leadership and external relations. Responsibilities include proactive problem solving, time programming, and strategic counsel, in addition to day-to-day action items like tracking requests, calendar management, agenda planning, and support with travel planning, logistics, and expense tracking. The EBP will serve as the Vice President's proxy as appropriate and will work with them to effectively and strategically program their time to support the Executive Engagement Team and its impact. This role requires a positive, solutions-oriented approach, a high caliber of oral and written communication skills, the ability to work collaboratively and effectively with others, and strategic project management skills.

To be successful in this role you will need to be a flexible, adaptable self-starter. The role requires excellent judgment, discretion, flexibility, confident humility, and the ability to serve as an honest broker. At times, you will be called upon to stretch your schedule, re-prioritize tasks and roll with the punches while maintaining a high degree of attention to detail, diligence, and confidentiality. Additionally, the EPB should be comfortable juggling multiple tasks and priorities while supporting the Vice President, Executive Engagement, and the work of the Executive Engagement team.

Role Responsibilities

Support to Vice President, Executive Engagement

• Provide executive administrative support to the Vice President, Executive Engagement. This includes strategic calendar management, travel planning and booking, creating and reconciling the VP's expense reports, and representing the VP and the team as needed in internal meetings.
• Lead special projects and other duties as assigned.
• Act as strategic thought partner to the VP to optimize team operations.
• Support the VP in ensuring timely and accurate tracking in the CRM.

Support to the Executive Engagement Leadership Team (EELT)

• Serve as Executive Engagement Leadership Team Secretariat working closely with the VP to ensure both teams deliver on their core mission and overall responsibilities.
• In partnership with the VP and EELT, shape the team's agenda, culture and direction. This includes curating agendas and handling incoming requests for time and prioritizing and mapping those requests against current and future priorities and the team's core capabilities.
• Ensure regular and prompt dissemination to the team.
• Capture notes, track action items and provide timely readouts of meetings; ensure the team is held accountable for respective responsibilities.
• Plan, program, implement and handle logistics for leadership meetings, including off-site team-building events.
• Actively and strategically participate in both shaping and exhibiting the qualities that engender team success and a productive, positive team culture.

Management and Operations

• Plan weekly team meetings in partnership with VP
• Plan and organize regular team building activities, in compliance with company policies
• Support the VP in tracking and celebrating team milestones and colleagues' major life events (ie. birthdays, anniversaries, engagements, births, etc); support functional leads in executing corresponding celebratory acknowledgements in compliance with company gifting and team building policies.
• Work with operations and leadership to implement annual external partner gifting.
• Support trip directors in coordinating traveling party's international visa procurement for official delegation trips supporting the principal.
• Track and handle incoming invitations through Outlook email and CRM case management; coordinate with colleagues across the org to ensure timely response, update case list weekly for accurate cross-org reporting.
• Develop and implement administrative standards, policies, and document management systems that optimize the team's regular workflow.
• Manage team's internal SharePoint website, OneNote Notebooks, Teams channels, and email distribution lists.
• Manage and use MSFT Teams to record and organize team's shared files; partner with functional leads to design and implement information sharing solutions for their workstreams.
• As a team member, actively participate in both shaping and exhibiting the qualities that engender team success and a productive, positive team culture.
• Work cross functionally with Pivotal Ventures teams and related entities to ensure mission success.
• Support team projects and priorities during heavy surge periods, as needed.

Financial Management

• Lead the Executive Engagement team's financial management, including driving creation of the annual budget and leading ongoing tracking and financial oversight.
• Coach team members on Workday standard processes and advise on their monthly expense reporting; serve as expense report delegate for colleagues as needed.
• Oversee contract management and execution for Executive Engagement team vendors; partner closely with Pivotal Enterprises Finance & Contracts team to ensure contracts remain current.

Cross-org Collaboration

• Work across Pivotal Ventures and related entities to ensure mission success.

Skills and Competencies

• Proven track record of administrative support in a dynamic, fast-paced environment.
• Demonstrated experience in maintaining confidentiality and privacy during sensitive situations, and ability to use discretion and judgment with communications. Must be able to uphold and ensure security and confidentiality of all information.
• Exceptional organization and time management skills including the ability to prioritize multiple tasks to meet changing deadlines and requests, while strategically thinking ahead.
• Ability to anticipate and solve problems, including to offer creative solutions when faced with challenges.
• Exceptional interpersonal, written and oral communication skills with the ability to gather/aggregate information and deliver high-quality presentations that are complete, concise, and accurate.
• Demonstrated attention to detail in composing, typing and proofing materials.
• Experience working in an environment where there may be role overlap, ambiguity and conflicting points of view.
• Comfortable working both independently and as part of team.
• High integrity, sound judgment in decision-making and discretion with confidential matters and sensitive information.
• Proficiency in using Microsoft Office (Outlook, Word, Excel, PowerPoint, OneNote, and SharePoint).
• Ability to react well under pressure and maintain a positive, cooperative and professional attitude under a variety of circumstances.
• Openness and willingness to learn.
• A well-developed sense of humor and ability to work with a diverse team of individuals.
• A commitment to Pivotal's Equity & Belonging work and living our equity principle daily.

Required Qualifications

• 5-7 years' experience in business management/administration support, including some experience managing budgets.

Preferred Qualifications

• Experience in the following industries preferred: hospitality, public relations, high-tech, human resources, travel, and/or event management.
• Use of own personal vehicle for occasional work-related errands.

Hourly compensation range for this role is from $ $55.96. This role is based in Washington, D.C.

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