Client Services Coordinator

Summary

The Pivot Group seeks a highly organized administrative professional to join our Client Services (political) team as the Client Services Coordinator. 

The Client Services Coordinator oversees the life cycle of an advertising campaign and ensures the team is on track to meet all deadlines. Key responsibilities include managing team workflow, providing scheduling for senior staff, monitoring mail delivery, and keeping projects moving in a timely manner. The Client Services Coordinator is responsible for tracking multiple projects, processes, and work between teams.  

The Client Services Coordinator reports to a Partner or other senior-level staff within the department. 

The Client Services team leads the internal team working closely with Pivot’s Creative, Production and Targeting teams to develop unique direct mail strategies for our clients. Each member of our team brings diverse perspectives, unique expertise, background, and perspective to bear on making an impact in Democratic campaigns and organizations across the country and at all levels of office and with organizations in 2024.  

This is a full-time, temporary position through Election Day 2024 with competitive salary and excellent benefits. The nature of our business requires long hours during the election cycle and we expect all staff to be flexible in this area. However, Pivot works to ensure all staff maintain a healthy work/life balance. 

We are reviewing applications on a rolling basis. 

Qualifications

What you bring to the team: 

• Minimum of 4 years administrative experience; 2+ years supporting staff at the director-level or higher is preferred. 
• 1 or 2 cycles campaign (or equivalent) experience. 
• Comfort with "managing up" and communicating expectations to senior level staff. 
• Self-motivated, highly organized, and detail-oriented with strong time-management skills 
• Ability to thrive in a fast-paced deadline driven environment while maintaining composure under pressure. 
• Ability to display a high level of integrity and professionalism in dealing with people at all levels is imperative. 
• Ability to utilize tact, diplomacy, and discretion at all times, but especially when exposed to sensitive or confidential material. 
• A “can do” attitude, with problem solving skills and is comfortable bringing together stakeholders to find solutions. 
• Enjoys challenging calendar management tasks while prioritizing many competing requests with minimal guidance. 
• Excellent written and verbal communication with a strong sense of professionalism. 
• Interest in learning and growing with the team and ability to proactively look for ways to help the team to function more smoothly across multiple locations is a plus. 
• Please include the word “Nectarine” somewhere in your cover letter. 
• Commitment to racial equity, social justice, and democratic causes. 
• Proficiency in Excel with a working knowledge of Microsoft Office Suite. 

We understand that no applicant will meet 100% of the above qualifications. If you are interested in the role and believe you have the right skill set, we want to hear from you. 

Applicants located in or able to work from a state where Pivot is registered as an employer are preferred. Eligible states include: AL, AZ, CA, CO, DC, FL, GA, IL, MA, MD, MT, NJ, NY, OH, OR, TX, VA, WA, and WI. 

Responsibilities

The right person for this job will have the ability to anticipate needs, think critically, and offer solutions to problems with a high level of integrity and professionalism. 

Project Management 

• Track team projects, deadlines, and progress on all assignments from start to finish.
• Hold team accountable to all deadlines. 
• Lead daily meetings and set team priorities for each day. 
• Maintain organizational assets including internal databases and documents.
• Monitor/track the creative and production process for multiple projects.

Executive Office Management 

• Serve as assistant to senior staff.  
• Manage daily schedule including meetings, calls, correspondence, and to-do lists.  

Program and Workflow Management 

• Coordinate with internal departments to ensure processes are understandable for all and running smoothly. 
• Monitor projects and anticipate next steps in workflow.  
• Coordinate regularly with other teams and individuals to maintain an ever-changing workload.

Approaches

• Initiative and Ingenuity: Ability to solve problems and take a concept from idea to implementation. Consults with others as needed and proposes solutions in the best interest of the client, keeps processes moving. 
• Attention to Detail: Ability to catch and fix errors. Quickly grasps the subtleties of complex patterns and notices and fixes errors that others might overlook. Calls attention to issues when in doubt and has a track record of leaving things better than they found them. 
• Flexibility and Resilience: Seeks solutions to challenges, quickly adapts to change and maintains a positive, collaborative demeanor in fast-paced environment. 
• Manages a High Volume of Work with Efficiency: Able to juggle competing demands and prioritize without sacrificing quality. 
• Strong Communication Skills: The ability to communicate effectively and professionally. This includes exceptional verbal and written communication skills, as well as active listening abilities.  

Compensation & Benefits

The salary for this position is set at $75,000 per year. There is also the opportunity for end of election bonuses, based off individual and firm performance. To ensure pay equity across our team, salaries are non-negotiable.

In keeping with our commitment to a healthy workplace, all staff receive the following benefits: 

• 100% employer-paid premiums for health, dental, and vision insurance 
• 100% employer-paid life insurance, short-term disability, and long-term disability
• Retirement options with 5% employer match
• Flexible Spending Accounts 
• Health Reimbursement Arrangement 
• Employee Assistance Program
• Paid sick leave
• Equipment and other supplies to furnish your home office
• Annual employer-paid membership to One Medical
• Deskpass membership and $200 in monthly credits 

Click here for additional information about our benefits at Pivot. 

Who We Are

A woman-majority owned firm, Pivot is committed to electing democrats up and down the ballot. We are an energetic team of experts specializing in voter communications through direct mail, advanced targeting, and providing strategic guidance to democratic causes, organizations, and campaigns across the country. And we’ve created a workplace that lets us live out our deepest values. Thank you for wanting to join us. 

We are proud to work with organizations, including Planned Parenthood, ACLU, Democratic Governors Association, Democratic Congressional Campaign Committee, Emily’s List, the AFL-CIO, as well as Democratic candidates throughout the US. 

Want to learn more? Find us on social media @the_pivot_group or visit our website www.thepivot.com 

Diversity & EEO Statement

Pivot is committed to building a team of people with diverse backgrounds, experiences, and identities. Women, people of color, immigrants, people with disabilities, LGBTQIA+ people, gender non-conforming people, and people from low-income backgrounds are strongly encouraged to apply. 

Pivot follows all Equal Employment Opportunity Policies and employs personnel without regard to: race, ethnic or religious background, descent or nationality, sexual orientation, gender, gender identification, physical or mental disability, marital status, age, height, weight, or military service. This policy applies to employment, internships, internal promotions, training, opportunities for advancement, terminations, relationships with vendors, use of contractors and consultants and in dealing with the general public. 

Accessibility 

If you require an accommodation to complete any part of our hiring process, please contact us at 202-524-0048 or jobs@thepivot.com.