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Executive Assistant, U.S. Jobs and Economic Opportunity

The Rockefeller Foundation is seeking an experienced Executive Assistant to join the U.S. Jobs and Economic Opportunity team.

Reporting to the Managing Director, U.S. Jobs, the Executive Assistant will provide direct operational and administrative support to the MD and members of the U.S. Jobs team.  The successful candidate must have significant experience managing administrative duties for a senior executive while juggling multiple tasks. The successful candidate will have demonstrated the highest discretion and diplomacy, integrity, excellent judgment, and respect in his or her relationships with colleagues and have excellent skills in communication and collaboration, as well as a high degree of detail orientation.

Principal Duties and Responsibilities

  • Manage outreach to chief executives of the nation’s largest corporations and non-profit organizations, to schedule discussions with U.S. Jobs Managing Director and team members
  • Research and prepare background materials for critical meetings
  • Assist with administrative and logistical requirements for meetings, travel arrangements
  • Maintain complex calendars for the MD, including scheduling and confirming meetings, reserving meeting rooms and organizing materials
  • Provide critical executive support, including prioritizing incoming correspondence, attending meetings and taking notes, and tracking items requiring responses
  • Manage logistics for various projects and special events
  • Screen incoming calls and email correspondence, direct to appropriate team members and draft follow up correspondence
  • Maintain contact list and files and oversee electronic mail distribution lists
  • Track business expenses, process expense reports

Supervision Received

The position will received frequent daily review and input from the Managing Director, U.S. Jobs and Economic Opportunity

Supervision Exercised

This position does not have any supervisory responsibilities

Qualifications and Competencies

  • 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, 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; able 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 coherent plan

Education and Experience

  • Undergraduate degree or relevant coursework required
  • A minimum of five years of professional experience with complex administrative and/or operational experience, and demonstrated commitment to administrative support
  • Excellent interpersonal including experience in managing relationships with the offices of public and public executives
  • Excellent written, verbal, organizational and analytical skills
  • High level of self-motivation and ease working independently
  • Proactive in setting priorities in a fast-moving environment and on a wide range of tasks and projects
  • Aptitude to work with flexibility, creative thinking, non-traditional approaches, entrepreneurship, and diplomacy, both individually and as part of a team
  • A patient, diplomatic disposition in interacting with senior management, co-workers and external partners
  • Excellent communication skills, sensitivity to cultural communication differences, and ability to interact with colleagues from diverse backgrounds in designing and improving administrative  support systems
  • Demonstrated aptitude or proficiency with the office technology such as MS Word, Outlook, Excel, PowerPoint and a willingness to learn new proprietary software systems
  • Basic financial expertise and budgeting background
  • Experience in providing logistical support for travel, events and meetings
  • High discretion and ability to handle confidential issues

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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