Business Partner, Community
Schmidt Futures
New York, NY, USA
Posted on Jul 29, 2025
Eric Schmidt’s personal office aims to support Eric Schmidt in his personal and professional endeavors, advance the mission of his philanthropic and for-profit entities, and drive forward his initiatives. Eric Schmidt’s Personal Office encompasses: 1) a personal administrative and research team (EST), 2) political team (OneOne), 3) technology team (Technical Projects Group), 4) an event management team for Eric’s personal and professional events (Community), and 5) his personal communications team. This role will report directly to the Managing Director and Head of Community, with a dotted line to the Senior Manager, Community.
The Role
The Business Partner (BP) will serve as the administrative assistant to the Managing Director and Head of Community, partner with the Senior Manager, Community on special projects / initiatives while also supporting the larger Community team more broadly. In addition, the BP will coordinate the planning and execution of internal-facing events and other smaller events to assist with our other consistently best-in-class, community-driven, and action-oriented convenings from start to finish on an as needed basis.
Key responsibilities for this role include the following:
Administrative Assistant Responsibilities (up to 35% of time)
- Lead the day to day operations of the Managing Director and Head of Community in a fast paced and high stakes environment
- Maintain the MD’s calendar, review meeting requests and schedule them promptly, ensure agendas are included for each meeting and chase down missing or incomplete information
- Book travel for the MD on an as needed basis and maintain his high-level schedule for the year
- Manage and reconcile the MD’s expense report on a monthly basis
- Execute other administrative tasks on an as needed and as directed basis
- Oversee operational logistics for internal meetings with our key partners (i.e. travel agency, creative agency, production companies and other hired contractors/vendors) including coordinating meeting spaces, meeting resources, and catering
- Proactively cultivate and manage vendor relationships with the department's ongoing operational partners
- Manage and reconcile the department’s Uber for Business account on a monthly basis. including the reconciliation process with the Finance and Accounting teams
- Maintain team storage area, including event merchandise and event supplies
- Manage end-of-year appreciation gifts for external partners
- Develop strategic plans and initiatives to streamline processes, optimize resources, and improve operational efficiency across the department
Additional Support to the Community Team (up to 35% of time)
- Partner with the Senior Manager, Community on special projects and initiatives.
- Coordinate and run the team’s weekly internal meeting, including maintaining and running the agenda, taking notes and communicating action items and keeping everything on track and on time
- General team support (event tasks, administrative tasks, etc.)
- Collaborate with team members to create team meeting agendas and track and share action items weekly
- Submit contracts and vendor payments for our department's monthly vendors, and others on an as needed basis
- Serve as the main point of contact for some external vendors
- Assist with completing expense reports and other assigned priorities for other team members on an as needed basis
- Proactively maintain the Community shared drive, documents, templates, and platforms
- Analyze current business operations used by the Community Team and identify areas for optimization
- Recommend, research, and implement operational best practices across the team and wider OES entity
Event Coordination (up to 20% of time)
- Manage and support internal events and in-office events
- Manage timelines and work back schedules with stakeholders, including internal collaborators and external vendors regarding catering, and external spaces/services needed for the event (i.e. ordering merchandise, coordinating event dinner/cocktail reception, catering)
- Coordinate with team members to plan and coordinate the Community Team’s spring and fall retreats
- Create and maintain all data in the Airtable event base to track and share event data (i.e. registration, budget, task lists, travel/accommodation information) with program teamsAssist in budget preparation and monitoring
- Collaborate with internal operations/facilities teams to manage in-office event spaces and catering set-up
- Coordinate and book travel through the team’s travel agency and Uber for Business for program teams and attendees/guests
- Coordinate accommodation blocks at hotels or hosting venues as needed
- Provide onsite support from the building and execution phase as needed
- Conduct post-event evaluation, analyzing event success through feedback and metrics, making recommendations for future improvements
- 10% of the time will be spent on other tasks as assigned, professional development, etc
Desired Knowledge, Skills, and Abilities
- Ability to maintain a high degree of confidentiality, professionalism, poise, tact, and diplomacy to accomplish work objectives
- Advanced administrative, organizational, project management and time management skills
- Proactiveness, contingency planning and urgency in your work
- Enthusiasm and energy for collaboration
- Drive to work in high-impact philanthropic ventures
- Commitment to building robust relationships and to supporting colleagues effectively
- Strong analytical and problem-solving skills to effectively analyze data, identify patterns, and develop actionable insights and recommendations
- Excellent verbal and written communication skills to effectively communicate complex operational concepts and strategies to diverse stakeholders
- Experience using event-management platforms or relational databases (Airtable preferred)
- Understanding general trends in philanthropy, family offices, and the nonprofit sector
Required Qualifications
- 4+ years of direct experience supporting an executive
- A bachelor’s degree or equivalent from an accredited institution
- Ability to prioritize tasks and execute on deadlines in an organized and efficient manner
- Ability to swiftly shift gears in a fast-paced setting; Effective communication skills in a highly collaborative environment
- Attention to detail and a drive to provide seamless support to an individual and team
- Strong integrity and the ability to maintain confidentiality at the highest levels
- Expected to be based at the New York (Manhattan) office and to be able to travel within the U.S. (up to 15% of the time) as needed following company policy and permitting circumstances
- Expected to work a hybrid schedule with a minimum of three days in the office (Tuesday through Thursday)
This is an exempt role.