Administrative Coordinator

COMPANY OVERVIEW

Founded by Melinda French Gates, Pivotal is a group of organizations working to accelerate the pace of social progress for women and young people in the U.S. and around the world.

Inspired by our founder, we reach across communities and sectors to bring together innovative thinkers who can scale up proven ideas and catalyze new ones. We learn from their experiences, amplify their resources, and support them as they lead.

Pivotal includes Pivotal Philanthropies, focused on charitable grantmaking and impact investing;
Pivotal Initiatives Fund, focused on policy and advocacy work; and Pivotal Ventures, focused on direct investments and partnerships.

ROLE DESCRIPTION

The Administrative Coordinator provides core essential administrative support to individual(s) or a team/function, helping ensure day-to-day operations run smoothly and efficiently. This role works across multiple entities within the Pivotal ecosystem and supports team coordination, focusing on calendar and meeting management travel coordination, and expense reporting. The role requires high attention to detail, reliability, and service-oriented mindset in supporting others.

This role is expected to have a duration of 12 months.

ROLE RESPONSIBILITIES

Calendar & Meeting Management

• Manage complex calendars across multiple time zones, ensuring accuracy, clarity, and alignment with priorities.

• Schedule, update, and coordinate meetings across teams and regions, proactively identifying and resolving conflicts.

• Prepare calendars to support effective use of time, including sequencing meetings, holding time as needed, and aligning logistics.

• Ensure meeting details are accurate, including links, locations, and participant lists.

Travel Coordination

• Coordinate end-to-end travel arrangements, including flights, lodging, ground transportation, and meeting logistics.

• Prepare clear, concise travel itineraries and proactively manage changes or disruptions.

• Coordinate travel across regions and time zones, ensuring alignment with schedules and business needs.

Expense Management

• Review, reconcile, and submit monthly expense reports in Workday for assigned teams.

• Ensure expenses are accurately documented, compliant with policy, and submitted on time.

• Track outstanding receipts and follow up as needed to maintain timely and accurate reporting.

Perform other job-related duties as assigned.

CORE COMPETENCIES

To perform this role successfully, individuals must demonstrate the skills and behaviors aligned with our Pivotal Principles that define what success looks like across all roles. These competencies reflect the expectations for how we work together, lead, grow, and deliver impact for all employees regardless of function or level.

Build and Maintain Trust

Act with integrity and foster an inclusive and collaborative work environment.

• Is Inclusive - Advance a culture of equity and belonging.

• Act with Integrity - Tell the truth, take responsibility for your actions, meet your commitments, and act ethically.

• Collaborate - Build trusting relationships and treat people with dignity and respect.

Drive Impact

Deliver high-quality work that is aligned with Pivotal Strategic Initiatives.

• Solve Problems - Identify issues and seek diverse perspectives to develop potential solutions.

• Propel Work Forward - Take initiative, prioritize work appropriately, and complete work on time.

• Center Stewardship - Use resources responsibly, consider and manage risk, and follow Pivotal policies and procedures.

Learn and Grow

Demonstrate a commitment to continuous individual and organizational development.

• Contribute Constructively - Participate in advancing individual, team, and organization-wide well-being and resilience.

• Occupy Growth-Mindset - Embrace challenges, learn from mistakes, and focus on improvement.

• Share Knowledge - Document work appropriately, assess outcomes, and share explicit and tacit learning.

REQUIRED QUALIFICATIONS

• Minimum 2-3 years of experience in an administrative support role, with emphasis on calendar management, scheduling, and general administrative coordination, or an equivalent combination of advanced training and experience.

• Exceptional written and verbal communication,…