Administrative Coordinator at Princeton University

Title: Administrative Coordinator

Location: Princeton, NJ United States

Job Description:

Overview

About BDI

The Bridging Divides Initiative (BDI) is a non-partisan research initiative that tracks and mitigates political violence in the United States. BDI supports efforts to grow and build local community resilience through elections and other periods of heightened risk, laying the groundwork for longer-term to bridge the divides we face as a nation.

We do this by 1) producing action-oriented and responsive research to fill existing gaps and empower local leaders; 2) enabling cross-sector collaboration, so individuals and organizations are better prepared to mitigate risk and respond to crisis when it does arise; and 3) helping to drive the policy and community response. Over the past four years, BDI played an essential role in supporting a wide range of actors preparing for and responding to political violence and democratic crisis. Our data, analysis, and tools continue to help a diverse coalition of national and local decision-makers better target their interventions. BDI is based at the Princeton School of Public and International Affairs (SPIA), hosted by the Empirical Studies of Conflict (ESOC).

We love being part of Princeton, but we hire for roles exclusively focused on achieving BDI’s mission. Cover letters should be tailored to the work of BDI. Candidates whose cover letters only reference Princeton as a whole will not be considered. For more information, please visit our website: https://bridgingdivides.princeton.edu/.

This is a full-time, benefits-eligible, 1 year term position. Work must be performed withing the United States and is fully remote.

Position Overview:

The Administrative Associate will provide high-level administrative support to BDI’s Executive Director, facilitating smooth operations and ensuring efficiency within the executive office (functioning much like an executive assistant). This role requires a proactive, detail-oriented individual who can handle sensitive information, partnerships, and other relationships with discretion and manage a variety of tasks seamlessly. The successful outcomes of this role includes smooth and constant communication, and efficient operations among the executive team and the broader team, all in the interest of helping BDI achieve its overall mission.

Responsibilities

Key Responsibilities:

• Executive Support: Manage and prioritize the executive director’s calendar, including scheduling internal/external meetings and coordinating travel, helping to prioritize and streamline schedules on a daily and weekly basis. Ensure the executive director is prepared for all regular meetings including drafting agendas, meeting notes, and other materials. Handle confidential information with the utmost discretion.
• Communication: Serve as the primary point of contact between executive and internal/external stakeholders. Draft, review, and edit correspondence, reports, and presentations as assigned.
• Event and Travel Coordination: Plan, schedule, and support executive meetings, conferences, and special events as assigned and in close coordination with members of the senior leadership and operations teams. Oversee logistics, including venue selection, catering, and guest accommodations. Coordinating travel arrangements, preparing itineraries, and confirming travel/logistics as needed.
• Project Management: Assist in the development and management of projects to support the executive director and COO in key cross organization priorities, including tracking progress, managing deadlines, and ensuring alignment with organizational goals.
• Administrative Duties: Perform general administrative tasks such as coordinating with staff to identify materials for ED review, and provide organized end-of-week priorities, things in progress, and time-sensitive questions. Assist with the preparation and management of expense reports.
• Cross-team collaboration: Work with staff across BDI to get the context you need to identify and move forward priorities and are prepared to make informed, independent decisions.

Qualifications

Required:

• Between 2-6 years of experience in an executive assistant or similar role, with a proven track record of supporting senior leadership in a fast paced and, at times, rapid response environment.
• Strong organizational and multitasking abilities. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Drive, Asana, Zoom, Slack, and familiarity with other office management software. Excellent written and verbal communication skills.
• High level of professionalism and discretion. Ability to work independently and as part of a team. Exceptional problem-solving skills and great attention to detail, thoroughness, and follow-through.
• Experience collaborating in teams of diverse talents and skills, taking on work in a collegial, collaborative, open and friendly way.
• Associate’s degree in relevant field, including substantive issues related to BDI’s work, management, communications, or other training.

Preferred:

• Bachelor’s degree
• Familiarity and/or interest in BDI’s substantive area of work around tracking and mitigating political violence, to include a wide range of related fields.
• Ability to work standard East Coast hours.

Timeline: Start date for the position is ASAP. The role is envisioned as a one-year minimum engagement, with opportunities for renewal.

Work authorization/visa eligibility: Work must be performed within the United States and is fully remote. This job requires sustained U.S. work authorization and is not eligible for U.S. visa sponsorship.

No matter who you are, BDI is a place you can call home. We know that our unique perspectives make us stronger, smarter, and well-positioned for success. We value and rely on the collective voices of our team to help guide our work on challenging issues.

Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. KNOW YOUR RIGHTS

Standard Weekly Hours

36.25

Eligible for Overtime

No

Benefits Eligible

Yes

Essential Services Personnel (see policy for detail)

No

Physical Capacity Exam Required

No

Valid Driver’s License Required

No

Experience Level

Entry Level