The Rockefeller Foundation is seeking an experienced, proactive Executive Assistant to join the Organizational Performance team.
The Organizational Performance team works with staff, grantees and partners to strengthen results that advance the Foundation’s mission. The team collaborates to set strategies and plans; measure and evaluate progress toward impact; and enable adaptation and improvement. The team anchors the Foundation’s core management approach, strategic reviews, measurement and evaluation strategies for learning, accountability and creating an evidence base, and special projects to address critical performance issues. Working across programmatic and operational groups, the Organizational Performance team helps brings the full Foundation’s capabilities to bear in delivering its work so the institution directs resources toward their best use – and generates positive impact on people’s lives.
The Executive Assistant will be a key interface for the team, with responsibility for providing senior-level administrative support. In this role, she/he will engage with a wide set of internal and external stakeholders critical to the success of the Foundation’s performance. He/she will also cooperate closely in all team-wide activities and special projects. The role requires a positive, proactive mindset, a results-orientation, accountability, attention to detail, and an ability to manage multiple timelines and priorities. The ideal candidate will serve as a critical and engaged member of the team and an ambassador of the team’s function, demonstrating a sense of urgency and a commitment to help others out in order to achieve results.
Principal Duties and Responsibilities
- Manages calendars for Managing Director and senior team members on the Organizational Performance team, proactively learning and anticipating patterns of engagement between teams, identifying and resolving calendar conflicts, and coordinating with other teams as necessary
- Takes initiative and supports the full team to set up timely internal discussions including biweekly business plan reviews, quarterly reviews, and other related meetings
Communications and Meeting Support:
- Serves as the first line of contact (virtual and in-person) to the Organizational Performance team with key stakeholders both internal (e.g., President’s Office, President’s Direct Reports, Chief Operating Officer) and external (e.g., grantees, consultants, partners)
- Coordinates the setup of internal and external meetings, including organizing room locations and food, ensuring appropriate IT, addressing any security desk needs, preparing materials (agendas, pre-reads), arranging greeting at events and responding to staff, grantees and partner inquiries (by phone, email) as needed
- Provides support for biweekly business plan review meetings, including but not limited to: helping with room setup and seating assignments, tracking meeting participation, and assisting with formatting, aggregating and printing of meeting materials, and follow-up with meeting participants
- Captures notes and coordinates/tracks follow-ups as needed, coordinating across team members
- Organizes and coordinates travel (flight, hotel, airport transfers, visas), including complex international travel itineraries, engaging with the Foundation’s travel provider, internal MIS system and Employee Services team as appropriate
- Gathers and prepares basic travel briefing materials to ensure staff are aware of all necessary travel details and any special arrangements needed
- Prepares and submits expense reports for the Managing Director and senior team members in accordance to the Foundation’s financial monthly deadlines and policies
- Provides general administrative support as assigned including ensuring office supplies are adequate, supporting organized filing and structuring of online team folders, and troubleshooting IT issues
- Coordinates and supports other team-wide activities and events as needed
Education, Experience and Skills
- Four-year undergraduate degree or equivalent work experience.
- Computer proficiency in: MS Word, Outlook, PowerPoint, Internet search skills, and ability to learn new applications quickly. Comfort with MS Excel particularly important.
- Excellent written and oral communication skills.
- Commitment to accuracy and strong attention to detail.
- Ability to multi-task and to prioritize work amidst competing demands, tight timelines and often shifting deadlines.
- A high level of professional judgment and demonstrated ability to handle/maintain confidential information.
- A minimum of 5 years administrative and/or project coordination work experience in an office setting.
- A strong administrative orientation with strong interpersonal skills (courtesy, tact, patience and team orientation) and solid organizational and project coordination skills.
- Experience coordinating across multiple team members and proactively understanding stakeholder needs, and the ability to manage the implications for scheduling and other activities.
- Experience preparing, tracking, and reporting data, including basic financial information.
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[ssba]