The Rockefeller Foundation is seeking an experienced Executive Assistant to join the Office of Grants Management and Legal teams.
The Executive Assistant has responsibility for supporting the overall administrative work and efficient functioning of the Grants Management (OGM) and Legal teams, and primary administrative support to the Deputy General Counsel.
Principal Duties and Responsibilities
- Manage the Deputy General Counsel’s calendar, including scheduling all regular meetings for the OGM and Legal teams.
- Manage the OGM/Legal calendar.
- Ensure a timely flow of materials for review by the Deputy General Counsel. This includes grants, contracts, and internal and external correspondence, with occasional supplementary review of these materials.
- Manage the Conflicts of Interest (COI) database, working closely with the Trustee & Governance Specialist to ensure that all staff and board affiliations are up to date and accurate.
- Compile and format the annual Conflict of Interest Disposition Table for the Board Audit Committee.
- Compile and format Initiative and Grant Reports for inclusion in the Board Docket, seeking edits from team leaders and relevant Executive Team members.
- Produce a monthly list of approved grants and PRIs for Foundation-wide posting after review by the Manager, Grants Administration.
- Send out and track pre-grant questionnaires, follow-up with grantees as necessary, and do preliminary data entry.
- Schedule due diligence calls.
- Coordinate and schedule team trainings, including printing materials and room set-up.
- Act as the point person for grantees and staff regarding all deliverable submissions via the Grantee Portal for pre-2013 grants.
- Communicate with grantees regarding awarded grants, finalize and send out grant agreements for counter-signature, and monitor their receipt.
- Manage the OGM Notifications email inbox. Review bounce back emails to help ensure data integrity in Atlas, particularly with respect to attachments to grants, contracts and MOU records.
- Maintain a straightforward and efficient system of both hard and soft files for the office, including but not limited to Box folders and the Resources tab.
- Maintain all OGM merge documents.
- Be responsible for editing and formatting all public facing OGM documents including OGM Tips.
- Send declination letters to grant applicants as requested.
- Review OFAC’s list of Specially Designated Nationals on a quarterly basis, checking names against OGM databases and taking action as necessary.
- Provide back-up administrative support for The Rockefeller Foundation Matching Gift platform (RockGives).
- Manage and respond to out-of-program information requests submitted through the Foundation’s website, and by phone.
- Make photocopies and scan documents for inclusion in grant records and files as needed.
- Provide back-up support for the Portal Help and K2 accounts.
- Serve as the Guidestar account manager.
- Provide incidental support to all members of OGM and Legal; this includes, but is not limited to:
- supply requests
- limited computer hardware and software support
- office space management
- expense reporting
- travel coordination (ground and air)
- meeting space, catering and A/V reservations
- office equipment maintenance
- Conduct general office administration duties, and perform other duties as assigned.
This position reports to Deputy General Counsel and receives general supervision from them.
Education, Experience and Skills
- Four year undergraduate degree or equivalent experience in a related field.
- A minimum of 3 years work experience in an office setting.
- Computer proficiency in: Word, Excel, Outlook, Internet search skills, PowerPoint, and ability to learn new applications quickly.
- Working knowledge of database management.
Qualifications and Competencies
- Strong organizational skills and ability to work under pressure.
- A strong administrative service orientation.
- Strong written and oral communication skills.
- Strong interpersonal and team skills including courtesy, tact, patience and team orientation.
- Commitment to accuracy and attention to detail.
- Ability to multi-task, prioritize and demonstrate flexibility amidst competing and dynamic demands.
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