The Rockefeller Foundation is seeking an Office & Events Coordinator to join our Washington, D.C. office.
The Office & Events Coordinator reports to the Managing Director, Policy, and will be responsible for ensuring that all operational elements of The Rockefeller Foundation’s Washington office are managed professionally, proactively and efficiently.
In addition, the Office & Events Coordinator will aid in setting up The Rockefeller Foundation meetings and events at the Washington office and elsewhere in Washington, D.C. Finally, the Office & Events Coordinator will provide administrative assistance to the Managing Director, Policy and executives and other senior staff utilizing the Washington office.
Principal Duties and Responsibilities
- Providing operational support for the Washington office by ensuring that all office equipment and technology is operating effectively, office supplies are available, contracts and other financial arrangements are in order, and furniture and other needs are met. To this end, the Office & Events
- Coordinator coordinates with other departments in the organization to support the Washington office, working with Employee Services, IT and any other infrastructure groups necessary to support the optimal functioning of the office.
- Providing significant support in organizing and managing The Rockefeller Foundation meetings and events at the Washington office and elsewhere in Washington, D.C., to include arranging space; coordinating with relevant internal teams, partners and vendors; arranging food service, coordinating invitations and ensuring that security needs are met.
- Serving as assistant to the Managing Director, Policy, by making appointments, maintaining the calendar, arranging travel, preparing expense reports and anticipating administrative needs.
- For days in which the President and COO will be present in the Washington office, coordinating with their offices in New York to ensure that meetings and teleconferences are set up and all necessary briefings and materials are available in advance of such local meetings and events. Coordinating material delivery when necessary.
- Providing additional backup administrative support to visiting senior foundation executives and staff, acting as administrative liaison to the rest of the Foundation.
- Additional special projects as required.
This position reports to the Managing Director, Policy and receives general supervision from them.
Education, Experience and Skills
- Four year undergraduate degree or equivalent experience.
- Minimum of 5 years’ experience related to office management, office administration.
Experience coordinating event logistics in a visible position strongly preferred.
- Demonstrated ability to manage telephone calls, messages, and all correspondence with confidence and professionalism.
- Proven experience prioritizing and managing an executive office in a fast-paced, complex environment.
- Possesses excellent interpersonal skills and is effective in developing positive and productive relationships with all levels of staff and management across an organization.
- Minimal domestic travel may be required.
- This position is based in Washington DC
- Computer proficiency in MS Word, Outlook, Excel, PowerPoint and Internet search skills and ability to learn new applications quickly. Familiarity with Concur a plus.
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 skills; 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.
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]