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, organizational skills, and attention to detail.
- Experience coordinating team workflows and supporting communication within a defined group or function.
- Experience supporting team priorities and assisting with expense processing.
- Experience using Workday or similar systems for expense entry and administrative tasks.
- Proficiency using Microsoft 365 (Outlook, Word, Excel, PowerPoint, OneNote, and SharePoint).
- Fluency in use of systems necessary to role (e.g., Salesforce, Workday).
PREFERRED QUALIFICATIONS
- Diverse industry and company size experience.
- Experience in social impact or mission-driven environments with governance distinctions.
- Comfortable learning new collaboration, project management, and administrative tools in support of team operations.
EMPLOYMENT DETAILS
This is a full-time non-exempt position; the hourly range for this position is $41.88 - $43.75. This position is based in Pivotal's Seattle, WA office.
This role is expected to have a duration of 12 months. 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 will be provided by your employer of record and currently include medical, dental, vision, life, disability, and long-term care insurance, fertility benefit, caregiving support, 144 hours of vacation, 96 hours of sick leave, 401k, HSA, FSA, and more. Eligibility for and the amount of benefits provided are governed by the terms of the applicable plan documents.
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, in Pivotal’s discretion, with or without notice.
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 (including traits associated with race, including hair texture and protective hairstyles such as afros, braids, locks, and twists), color, creed, religion, sex, gender, sexual orientation, gender expression or identity, pregnancy, childbirth, breastfeeding, age, national origin, ancestry, citizenship or immigration status, caste, veteran or military status, marital, parental, or familial status, disability (including sensory, physical, or mental disability), medical condition, genetic information or predisposing genetic characteristics, domestic violence victim status, political ideology, or any other status or characteristic protected by applicable law.
Pivotal complies with federal, state, and local equal opportunity and disability laws and makes reasonable accommodation consistent with those laws for applicants and employees with disabilities. Please contact [email protected] for assistance and/or reasonable accommodation due to a disability during the application or recruiting process.
Applications may be submitted via the Pivotal Careers page.
Top Skills
What We Do
Founded by Melinda French Gates, Pivotal Ventures accelerates social progress in the United States by removing barriers that hold people back. Pivotal Ventures expands opportunity and accelerates equality in the United States through high-impact investments, partnerships, and advocacy. We focus on areas where social progress has stalled—and where we can have the biggest impact. Like Melinda, we’re clear-eyed about the stubborn problems our country faces. But we also see those problems as potential turning points in our nation’s story. Our impatience with the status quo is fueled by an optimism that progress is always possible—especially when we seize the moment together. We do not review or return unsolicited requests for funding or other types of support. For media inquiries, please reach out to [email protected]
