Executive Business Partner, Communications

ROLE DESCRIPTION:
The Executive Business Partner, Communications is responsible for providing administrative and organizational   support to the Vice President, Communications and partnering with colleagues across a 20+ person team. This requires collaboration across the organization, as well as external partners. 

RESPONSIBILITIES:
Support to Vice President, Communications
•    Strategic calendar management, travel planning and booking, creating and reconciling VP’s expense reports in Workday, and representing and being the conduit to the VP as needed.
•    Facilitate approvals and information flow across the team and advise on engaging the VP as a stakeholder on project.
•    Act as strategic thought partner to VP and Communications Leadership team to optimize team operations and belonging.    
•    Serve as a point of contact within the Communications Team and work in collaboration with other EBPs and staff throughout the organization.
•    Ensure timely and accurate tracking of workflow and approvals as well as updating contacts and network relationships in the CRM.
•    Draft, edit, and finalize briefs, documents, and other materials, as requested.

Support of Communications Leadership Team (CLT)
•    Running CLT activities, which includes: meeting agendas; lining up issues for decisions; facilitating meetings/offsites and strategy sessions; and managing workflow, decision-making and approvals.
•    Capture notes, track action items and provide timely readouts of meetings; ensure the team is held accountable for respective responsibilities.
 
Advance the work of the Principal’s Communications Team 
•    Serve as key partner to the Comms Strategy, Measurement & Operations function on teamwide systems, policies, and operating models. 
•    Support the team in effectively sharing information, increasing access, and encouraging joint problem solving. 
•    Support the development of a team culture that strengthens impact and fosters belonging, assuring the team has what it needs to effectively and sustainably manage, advance, and deliver their work. Activities include: 
       o Planning and organizing quarterly team building activities, in compliance with company policies, to support book of business, strategic planning, and equity and belonging; this may include team outings and annual holiday celebration, as well as activities during team retreats/off-sites. 
       o Support the VP in tracking and celebrating team achievements and colleagues’ major life events (i.e. birthdays, anniversaries, engagements, births, etc.).  
       o Schedule monthly office hours with the VP.
       o Arranging 2x/year skip level meetings between VP and team members.
•    Manage special projects and other duties as assigned.
•    Actively and strategically participate in both shaping and exhibiting the qualities that engender team success and a productive, positive team culture. 

Cross-org Collaboration 
•    In partnership with the EBP for Pivotal Communications, manage the quarterly All-Comms meeting, which includes: designing the agenda, logistics, and seeking input from CLT.
•    Work across Pivotal Ventures, particularly with Executive Engagement and Pivotal Communications, and related entities to ensure the success of the communications goals and objectives.
•    Drive awareness across the team of key People & Culture deadlines. 

SKILLS AND COMPETENCIES:
•    Consistent track record of administrative support in a dynamic, fast-paced environment.
•    Demonstrated experience in maintaining confidentiality and privacy during sensitive situations in a dynamic environment, and ability to use discretion 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.
•    Exceptional interpersonal, written and verbal communication skills with the ability to gather/aggregate information and deliver high-quality presentations that are complete, concise, and accurate.
•    Ability to maintain a positive, cooperative and professional attitude in stressful and time sensitive situations and circumstances.
•    Outstanding people skills and ability to work with diverse groups, individuals and across multiple organizations, treating all with respect and consideration regardless of status or position.
•    Demonstrated attention to detail in composing, typing and proofing materials.
•    Ability to work in an environment where there may be role overlap, ambiguity and conflicting points of view, working both independently and as part of team.
•    Demonstrates desire to understand and learn and acts to advance personal development as well as the development of colleagues.
•    A dedication to Pivotal’s Equity & Belonging work and living our equity principal daily.

QUALIFICATIONS: 
•    3-5 years’ experience in business management/administration support, including some experience managing budgets.
•    Proficiency in using Microsoft Office (Outlook, Word, Excel, PowerPoint, OneNote, and Sharepoint).

PREFERRED QUALIFICATIONS: 
•    Experience in the following industries preferred: hospitality, public relations, high-tech, human resources, travel, and/or event management.
•    Valid driver’s license with a good driving record and use of own personal vehicle for occasional work-related errands.

Base annual compensation range for this role is from $63.13 - $66.78. This is a full-time position and is based in Pivotal’s Kirkland office. 

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.