The Manager of Administration oversees programmatic coordination and integration of all activities conducted by the President’s Office administrative team – including scheduling, briefing materials, travel and external engagements. They are a vital team member who ensures strong communication between members of the President’s Office, as well as staff teams across the Foundation. The Manager works with the Chief of Staff on all of the President’s major priorities, including interactions with the Board of Trustees, strategic scheduling plans, and external engagements.
Location: New York, NY
Principal Duties and Responsibilities
- Partners with the Chief of Staff, the Communications department, and Initiative teams to ensure key strategic and programmatic coordination with the President’s external engagements, messaging, and priorities.
- Works with the Chief of Staff to lead execution off the President’s external communications and messaging plan in cooperation with the Communications department.
- Manages the President’s Office budget and contracts.
- Creates and monitors tracking systems to ensure that the President’s Office is responsive to internal and external requests and invitations.
- Serves as a confidential assistant to the Chief of Staff and manages the flow of communications to the President – press statements, correspondence, quotes, blog posts, and other materials that require approval from the President’s office.
- Works closely with the Partnership team to manage the President’s key relationships and facilitates regular communication.
- Leads inter-departmental teams to coordinate trip planning and logistics domestically and internationally.
- Represents the President’s Office at priority internal meetings.
- Acts as a point of contact for the President’s Office for the Fellowships Program.
- Acts a liaison to the Bellagio team to coordinate convenings led by the President’s Office.
- Oversees special convenings initiated by the President’s Office in the New York office.
- Manages internal and external special projects as designated by the Chief of Staff.
- Manages President’s Office administrative staff.
Education, Experience and Skills
- A four-year undergraduate degree is preferred as is previous experience in a non-profit organization or Foundation.
- Has a minimum of six to 10 years of relevant professional experience supporting an Executive of a dynamic organization on all matters of their internal and external schedule, traveling and overall workflow.
- Computer proficiency in MS Word, Outlook, Excel, PowerPoint and Internet search skills and ability to learn new applications quickly.
Qualifications and Competencies
- Communication: Has excellent interpersonal abilities including strong listening, writing and verbal skills; demonstrates assertiveness in presenting their ideas.
- Decision-Making: Has the ability to evaluate risks and opportunities; uses analytical and problem-solving skills; takes initiative and drives for results; is able to prioritize their own work and understands how their work fits into the PO team.
- Execution: Has strong project management skills; meets deadlines; has a sense of urgency and takes responsibility for their work and how this impacts the rest of the PO team; is able to juggle multiple tasks simultaneously; is able to multi-task and works well under pressure; employs attention to detail with their work and has high standards for accomplishing their work.
- Integration: Accesses functional and substantive expertise organizationally, and accomplishes their work with inclusiveness and collaboration.
- Leadership: Thinks innovatively and creatively about their work and the work of the President’s Office in general; has negotiation skills to enable them to work effectively and efficiently across a large amount of work and constituencies and demonstrates accountability for their work.
- Partnership and Relationship Building: Has strong professional presence and can be seen as a representative of the Foundation and the President’s Office; has intercultural knowledge and appreciation; and possesses strong strategic partnership building skills.
- Strategic Ability: Anticipates future opportunities and consequences, demonstrates an innovative and flexible approach to work, and has the ability to organize chaos into a coherent plan and implement it well.
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]