Title: Executive Assistant to the Vice President, PPC
Department: Policy, Partnerships & communications
Reports to: Vice President, PPC; Associate Director, PPC
Direct Reports: None
Location: New York
FLSA Status: Exempt
Travel: Limited to none
Effective Date: June 2017
As Executive Assistant, you are central to the activities that support the VP, PPC and a key ambassador for the department. You are an energetic, thoughtful, positive and creative team player who loves rolling up your sleeves and keeping everything hyper-organized. You thrive in fast-moving, multi-tasking environments, remaining calm and collected while always paying exquisite attention to detail. You know how to successfully execute complex and strategic scheduling and high-level relationship management for a senior principal, using excellent judgement and knowing when to be discreet. You are motivated by a collaborative environment and are always willing to go the extra mile, working closely with the rest of the PPC team to manage information flow and briefings and to smoothly execute a wide range of daily tasks and broader goals.
In addition to providing all executive assistance to the Vice President, this individual must assume a leadership role in the department and act as a liaison to internal colleagues and external stakeholders, communicating needed information in a timely way. In this capacity the Executive Assistant is the public voice of the department, and must project a professional persona consistent with the Foundation’s values. You will report to the VP and will also work closely with the Managing Director and Associate Director, PPC and will share responsibility for ensuring that all elements of the office are managed professionally, proactively and efficiently in service of the mission we are so proud to dedicate ourselves to at the Foundation.
Responsibilities include, but are not limited to:
- Scheduling the VP’s appointments and maintaining the calendar. Anticipating the VP’s needs for various commitments and preparing accordingly.
- Communicating all needed information to PPC staff regarding VP’s daily activities and requirements, preferences and other relevant matters.
- Managing relationships on behalf of the Vice President in a thoughtful, responsive and timely manner.
- Handling logistics for all internal and external meetings and events, including arranging travel, accommodations, facilities and meals, as necessary.
- Assisting with logistical management of the Foundation’s Board of Trustees meetings as needed.
- Working with PPC staff to ensure the VP has all necessary briefings and materials well in advance of meetings and events. Coordinating material delivery when necessary.
- Handling administrative duties including phones, typing, document preparation, editing and review.
- Preparing the VP’s expense reports.
- Reviewing all invitations for disposition and retention, in consultation with other parts of the department and foundation.
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
Education, Training and Experience
- Undergraduate degree required
- Previous administrative experience in an fast paced office setting strongly preferred
- Demonstrated ability to manage telephone calls, messages, and all correspondence with confidence and professionalism
- Computer proficiency in MS Word, Outlook, Excel, PowerPoint and Internet search skills and ability to learn new applications quickly
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