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Executive Assistant, Finance

The Rockefeller Foundation is seeking an experienced Executive Assistant to join the Finance team.

The Finance team serves as an integral strategic partner across the Foundation in the areas of payroll, grants and administrative payments, grantee and partner risk management, taxes and compliance.

This position reports to the CFO and plays a key administrative role for this key senior leader. S/he will also work in partnership with the rest of the Finance Team and will partner closely with key administrative staff on behalf of the CFO in overseeing his calendar and schedule, planning his meetings and in planning Finance team meetings and related organizational events. S/he will work on Executive level presentation and materials including Board Presentations, the Finance budget and forecast, and be a key point person in the CFO’s office with sensitive and confidential matters. S/he will creatively manage the CFO’s schedule, time, conference calls and travel plans to assist him in being responsive and effective in addressing the key Finance priorities for the Foundation. S/he creates agendas for key meetings for the CFO and is able to document and summarize complex content in a clear and actionable fashion. S/he will identify ways to improve and enhance the functioning of the CFO’s office and the Finance team.

S/he serves as an important partner working collaboratively with colleagues and teams across the entire Foundation that relies on the Finance team and specifically the CFO. S/he knows instinctively and intuitively how to prioritize people requests and information to enable the CFO to function to his highest ability. Internally and externally, s/he is an important ambassador for the Foundation, representing the organization to grantees, partners, current and former employees, a diversity of outside service providers, senior leaders across the Foundation and their teams, and any organizations s/he needs to interact with in order to successfully accomplish the CFO Executive Assistant responsibilities.

Principal Duties and Responsibilities

  • Provides senior level administrative support services and is a key partner to the CFO and enables him to effectively carry out his executive leadership responsibilities in the most professional and effective way.
  • Manages the CFO’s time, schedule and calendar in a way that leverages his ability to be where he needs to be, has the required documents needed and is able to conduct meetings, conference calls including video conferences and presentations effectively.
  • Working with the rest of the Finance team, assists in creating agendas for the Finance team’s meetings as well as for their one-on-one meeting with the CFO. Serves as the heart of coordination and logistics in the execution of critical administrative duties and responsibilities for the CFO and his team.
  • Ensures that the Finance office and technology and any tools or equipment they require to successfully and flawlessly perform their work is operating effectively. To this end, coordinates with other departments in the organization to support the CFO with Employee Services, IT and any other infrastructure groups necessary to support the optimal functioning of the Finance office.
  • Actively builds relationships across the Foundation with other key Leaders and their senior level administrators and maintains a close and highly responsive partnership with a busy CFO, the rest of the Finance team and others across the Foundation.
  • Assists the CFO and other members of Finance in creating high level presentations and any other documentation required on an ongoing basis. This includes but is not limited to: Board Presentations, Budgets and Forecasts, complex schedules and events, and travel and expense reports with associated supporting documents.
  • Serves as an active ambassador of the Finance team inside and outside of the Foundation.
  • Work closely with the CFO to ensure that the Finance team’s office space and equipment is current and up-to-date, and that the communication across the Finance team is consistent and that it fosters open communication, teamwork and collaboration across the entire Finance team.
  • Assists the CFO and works closely with the Controller to make sure they have any data and information they need for Board Meetings, the Business Plan Review (BPR) meetings, other Management meetings, and Finance team meetings.
  • Works on special projects as directed by the CFO such as coordinating trainings, playing a key role in employee communications and in working in partnership with the Communications Department on important internal communication coming out of the CFO’s office and in reviewing, improving and coordinating any Finance events or meetings as directed by the CFO.

Supervision Received

This position reports to the CFO and receives general supervision from him.

Supervision Exercised

Will not have any direct supervision of any other Finance team members. However, s/he will actively oversee and coordinate the communication and work of the CFO’s office and team. S/he will be required to prioritize important requests and projects and know when to seek direction and advice when needed.

Qualifications and Skills

  • A bachelor’s degree in Accounting or Business Administration, or a related field is preferred.
  • Minimum of 5 years of executive level administrative experience in supporting an Executive Leader is required. As is previous work in a complex, fast-paced and highly professional role and global organization with multiple offices and with a strong mission and focus on people or a related role in a not-for-profit organization focused on a highly dynamic, evolving organization and work environment.
  • Direct experience in managing the complexity of Finance matters and in managing sensitive and confidential matters with a high level of professionalism and grace under pressure is strongly preferred.
  • Work effectively both independently, as well as, in a team-oriented, collaborative and collegial environment.
  • Has the ability to identify, prioritize and manage Finance agendas, communications, high-level presentations and documents for a fast-moving, ever changing department and leadership challenge.
  • Has an understanding and appreciation of the legal and regulatory issues of a global organization with a US headquarters.
  • Has excellent interpersonal skills and is effective in developing positive and productive relationships with all levels of staff and management across the organization.
  • Is a consummate team player and both establishes and maintains effective relationships with the rest of the Finance team as well as the Legal, Grants Management, and Human Resources Departments.
  • Has excellent project management and organizational skills with a demonstrated ability to deliver high quality, accurate work on time and within budget.
  • Has experience within a highly collaborative, dynamic organization and in an entrepreneurial environment where building policies, program and processes are necessary. Demonstrated technical proficiency with Microsoft Word, Excel, and Power Point.
  • Minimal travel is required both internationally and domestically.

Qualifications and Competencies

  • Communication: Excellent interpersonal abilities; outstanding listening skills, writing and verbal skills; Awareness of reputation, positioning and brand management.
  • Partnership and Relationship Building: Sensitive to organizational culture, strong professional representation of the Foundation. Strategic partnership building, adaptable and flexible. Commitment to the Rockefeller Foundation’s mission and core values
  • Strategy: Highly strategic mindset with ability to identify and prioritize what’s important in any project, demonstrates innovative approaches to work, ability to organize chaos into coherent plan
  • Project Management: High operational and project management ability; proactive. Sound, mature judgment, integrity, and respect for others
  • Decision-Making: Analytical and strong problem-solving abilities, takes initiative, drives for results, ability to prioritize work, communicates problems and proposes solutions, as appropriate
  • Execution: Strong project management skills; meets deadlines; ability to multi-task and work under pressure; detail oriented. Sense of urgency and responsibility, flexible work style; a self-started who can work independently as well as in and across teams
  • Passion and Optimism: Deep enthusiasm for the mission and people of the Foundation; entrepreneurial energy around connecting an engaged staff with the overall impact of the Foundation’s work

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The Rockefeller Foundation is committed to the principles of equal employment opportunity and to compliance with all federal, state, and local laws concerning employment discrimination, including the Americans with Disabilities Act. To this end, the Foundation ensures equal opportunity to all employees and applicants regardless of race, color, age, gender, sexual orientation, religion, marital status, national origin or ancestry, citizenship, lawful alien status, physical, mental, and medical disability, veteran status or liability for service in the United States Armed Forces.

The Rockefeller Foundation is an Equal Opportunity Employer