The Rockefeller Foundation is seeking an experienced Executive Assistant to join the President’s Office.
As Executive Assistant, you are central to the activities that support the President and a key ambassador for the President’s Office (“PO”). You are an energetic, thoughtful, positive and creative team player who loves rolling up your sleeves and ensuring a high attention to details. You thrive in fast-moving, multi-tasking environments, remaining calm and collected while always paying close attention to detail. You know how to successfully execute complex and strategic scheduling and high-level relationship management for a senior principal, using excellent judgement and discretion. You are motivated by a collaborative environment and are always willing to go the extra mile, working closely with the rest of the PO team to manage information flow and briefings and to smoothly execute a wide range of daily tasks and broader goals.
In addition to providing all executive assistance to the President, this individual must assume a leadership role in the PO and act as a liaison to internal colleagues and external stakeholders, communicating the need for information in a timely way. In this capacity the Executive Assistant is a representative of the President, and must project a professional persona consistent with the Foundation’s values. You will report to the Chief of Staff, and will share in the PO team’s responsibility for ensuring that all elements of the office are managed professionally, proactively and efficiently in service of the mission we are so proud to dedicate ourselves to at the Foundation.
Principal Duties and Responsibilities
- Scheduling the President’s appointments and maintaining the calendar, as well as anticipating the President’s needs for various commitments and preparing accordingly.
- Communicating all needed information to PO staff regarding President’s daily activities and requirements, preferences and other relevant matters.
- Managing relationships on behalf of the President in a thoughtful, responsive and timely manner.
- Handling logistics for all internal and external meetings and events, including arranging travel, accommodations, facilities, and meals, as necessary.
- Working with PO staff to ensure the President has all necessary briefings and materials well in advance of meetings and events, and coordinating material delivery when necessary.
- Handling administrative duties, including phones, typing, document preparation, editing and review.
- Preparing the President’s expense reports.
- Reviewing all invitations for disposition and retention, in consultation with other PO staff.
- Working with PO staff members to maintain the electronic filing and archiving system, and manage the document flow to and from the President.
- Coordinating with and supporting other PO staff members as needed.
Education, Experience and Skills
- Undergraduate degree required.
- Minimum of 10 years of Executive level administrative experience in supporting a President or C-Suite level executive preferred. Proven experience prioritizing and managing an Executive office agenda, communications, high-level presentations.
- Proven experience working in a fast-paced environment.
- Excellent interpersonal skills and is effective in developing positive and productive relationships with all levels of staff and management across an organization.
- Minimal travel may be required both internationally and domestically.
- Demonstrated ability to manage telephone calls, messages, and all correspondence with confidence and professionalism.
- Computer proficiency in MS Word, Outlook, Excel, PowerPoint and Internet search skills and ability to learn new applications quickly. Familiarity with online applications such as AirTable and Concur a plus.
Qualifications and Competencies
- Attention to Detail: Proven ability to manage fast-moving details in a way that instills confidence and ensures the President and staff throughout the Foundation have the information they need on a timely basis.
- Team Player: Strong social skills and willingness to work together with a small team and provide back up for all; adaptable and flexible.
- Communication: Excellent interpersonal abilities, excellent listening skills, and writing and verbal skills; assertiveness in presenting ideas while also possessing the ability to be discrete.
- Decision-Making: Ability to evaluate risks and opportunities; uses analytical and problem-solving skills; takes initiative and drives for results; has a demonstrated ability to prioritize.
- Execution: Strong project management skills; meets deadlines; sense of urgency and responsibility; ability to multi-task and work under pressure; detail oriented.
- Integration: Accesses functional and substantive expertise organizationally; demonstrates inclusiveness, collaboration.
- Leadership: Thinks innovatively and creatively; displays negotiation skills; demonstrates accountability and good judgement.
- Partnership and Relationship Building: Professional representation of the Foundation as an internal and external ambassador; intercultural knowledge and appreciation; strong interpersonal competencies and ability to build strategic partnerships.
- Strategic Ability: Anticipates future opportunities and consequences; demonstrates innovative approach to work; ability to organize chaos into a coherent plan.
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]