The Rockefeller Foundation is seeking an experienced Senior Associate, Operations to join the Employee Services team.
The Foundation convenes grantees, partners and thought leaders all over the world to drive the progress of programmatic strategies. The Employee Services team is responsible for the logistical oversight of various events in the New York office each year and maintains the facilities, employee systems, and global operations to positively impact company culture.
The Senior Associate, Operations is a member of the Employee Services team and works collaboratively with the Manager, Global Travel & Events and Manager, Administration & Procurement to coordinate logistics for events, special projects, and operations. This position works closely with global office staff across regional offices (D.C., Bellagio, Nairobi, Bangkok, and London) to centralize global operations, procurement and compliance for the Foundation. It is a demanding multidisciplinary role, requiring significant leadership responsibility and partnership with colleagues in Information Technology, Human Resources, and other stakeholders across the Foundation.
Location: New York, NY
Principal Duties and Responsibilities
In this role, key responsibilities include (a) event logistics and day-to-day operations, (b) coordination of office services and mailroom clerks and (c) administration of employee systems and (d) ad hoc special projects.
Facilities and Operations
- Monitor utilization across all conference rooms and collaboration areas, tracking trends and providing in-depth analysis to improve user experience.
- Ensure cleanliness, safety and functionality of the NY office through daily walk through inspections and report back to the Facilities Manager.
- Process invoices for payment, review invoices for accuracy, code invoices for payment, maintain purchase orders and update spreadsheets of monthly and yearly expenditures.
- Process Purchases and update information in the Foundation’s databases.
- Work with the Facilities Manager to obtain W-9s, and certificates of insurance from vendors. Set up and manage vendor database.
- Purchase office supplies, review bids and make awards.
- Ensure deliveries effectively meet production schedule and the integrity of the pricing is maintained; coordinate delivery dates for incoming supplies.
- Comply with safety and corporate guidelines on business ethics.
- Assist in the execution of office moves, additions, and other changes in cubicles and private offices.
- Update locations of new employees on floor plan using Adobe Illustrator.
- Create new drawings using Adobe Illustrator software to reflect changes in space, post renovation.
- Assist the Facility Manager in maintaining the security database, assist in issuing and deleting employees’ access cards.
- Maintain sub-cellar and outside storage inventory lists.
- Act as a back-up for the Facilities Manager.
- Assist in setting up meeting rooms for large-scale meetings.
- Perform related duties as directed or assigned by the manager.
Event Logistics and Special Projects
- Coordinate room arrangements, deliveries, and manage setups for all events hosted in the New York office.
- Liaise with staff, the catering team, IT, and JLL Building Security in order to ensure smooth communication and meeting preparation.
- Support the Manager, Global Travel & Events in the design of event policies, ensuring event hosts follow guest registration protocol and standard operating procedures for the Foundation’s facilities.
- Design templates, brochures, signage, and other printed materials for signature events as needed.
Education, Experience and Skills
- Bachelor’s degree required, Master’s degree preferred.
- Minimum 7 years of directly related work experience. As is previous experience in a complex, fast-paced and highly professional role within a dynamic, evolving organization and work environment.
- Must be highly motivated and have proven project management and operational skills, the ability to work independently to coordinate complex activities, prioritize conflicting demands and meet deadlines in a fast-paced environment.
- Experience engaging with vendors and organizations across a variety of sectors (public, private, philanthropic, nonprofit) professionally to effectively represent the Employee Services team and The Rockefeller Foundation.
- Must have a record of high integrity and ability to build effective, collaborative working relationships based on mutual trust and confidence, integrity, forthright expression of opinions, and good judgment.
- Strong interpersonal and teamwork qualities, with excellent listening skills, assertiveness in presenting ideas to others, and an ability to work effectively with others.
- Strong financial and analytical skills. Excellent written and oral communication skills
- Willingness to travel as necessary.
- Computer proficiency in: MS Word, Outlook, PowerPoint, Internet search skills, and the ability to learn new applications quickly. Comfort with MS Excel particularly important.
Qualifications and Competencies
- Communication: Excellent interpersonal abilities; excellent listening skills; writing and verbal skills, assertiveness in presenting ideas; able to present ideas to a range of stakeholders in a clear and compelling way.
- Decision-Making: Ability to evaluate risks and opportunities; use analytical and problem-solving skills; takes initiative and drives for results; able to prioritize.
- Execution: Strong project management skills; meets deadlines; a sense of urgency and responsibility; ability to multi-task and work under pressure; detail-oriented.
- Partnership and Relationship Building: Strong professional representation of the Foundation; intercultural knowledge and appreciation, strategic partnership building.
- Leadership: Thinks innovatively and creatively; displays negotiation skills; demonstrates accountability.
- Strategic Ability: Anticipates future opportunities and consequences, demonstrates an innovative approach to work, the ability to organize chaos into a coherent plan.
- Integration: Accesses functional and substantive expertise organizationally; demonstrates inclusiveness, collaboration.
This role is supervised by the Managing Director of the Employee Services Team.
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]