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Special Assistant, President's Office

The Rockefeller Foundation is seeking an experienced Special Assistant to join the President’s Office.

The Special Assistant to the President is the point person for the President’s team on overseeing logistics and preparation for the President’s participation in internal and external meetings, events, and other activities. They oversee travel and advance activities, coordinates across the initiative and program teams to prepare briefing materials, and conducts background research to help prepare the President for external activities. This person works closely with the Manager of the President’s Administrative Team and shares in the team responsibility for ensuring that all elements of the office are managed professionally, proactively and in a highly efficient manner. A great advance person has an eye for detail, can anticipate problems before they arise, and adapts quickly to changing circumstances. If you like a dynamic, fast-paced environment while remaining calm and flexible in the face of changing circumstances and needs, then this is the role for you!

Location: New York, NY

Principal Duties and Responsibilities

  • Coordinating with the initiative and program teams to prepare timely and relevant briefing materials for the President for meetings, public events, trips and other activities.
  • Preparing background research and other materials that aid the President in preparing for his internal and external engagements.
  • Researching event requests to determine the strategic value of the President’s involvement.
  • Working closely with the Communications team to prepare all the necessary background for the President’s media appearances.
  • Drafting the President’s correspondence and trip memos to staff.
  • Maintaining the President’s internal files for correspondence, briefings, briefing books and other relevant materials.
  • Maintaining an external events calendar.
  • Providing support to the Manager of the President’s Administrative team.

Supervision Received

This position reports to the Chief of Staff. 

Education, Experience and Skills

  • Minimum of four-year undergraduate degree or equivalent work experience.
  • A minimum of five to eight years of work experience in a fast-paced office environment.
  • Required experience in the management of complex (multiple city, multiple meeting) global travel.
  • Ability to work well in a team environment.
  • Experience providing advance and logistics support to a senior official in a non-profit, government or private company.
  • Ability to manage multiple tasks and projects with flexibility and detail orientation. Able to prioritize, work under pressure, and meet short deadlines.
  • Excellent written, verbal, analytical and organizational skills. Ability to draft original correspondence. Strong proofreading and editing abilities are also necessary for this role.
  • Computer proficiency in: MS Word, Excel, Outlook, Internet search skills, PowerPoint, and ability to learn new online applications quickly.

Qualifications and Competencies

  • Team Player: Proven ability to work together with a small team; provide back up for all; adaptable and flexible.
  • Communication: Excellent interpersonal abilities; excellent listening skills, writing and verbal skills; ability to be discrete.
  • Detail-orientated: Rigorous about details, particularly as it relates to spelling and grammar errors and conducts all work with a standard of excellence.
  • Decision-making: Analytical and strong problem-solving abilities; takes initiative, drives for results, knows how to prioritize work, communicates problems and proposes solutions as appropriate.
  • Execution: Sense of urgency and responsibility, meets deadlines, flexible work style, ability to multitask and work under pressure, detail oriented.
  • Partnership and Relationship Building: Internal and/or external ambassador, intercultural appreciation, interpersonal competencies.
  • Strategic Ability: Anticipates future opportunities and consequences; demonstrates innovative approach to work; ability to organize chaos into coherent plan.

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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.