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Executive Assistant, President's Office

Location: Washington
Posted on: November 22, 2021

Job Description:

As the Executive Assistant ("EA") to the President you will be a critical partner and ambassador for the President's Office ("PO"). You are central to the activities that support the President and help drive forward RF's strategic initiatives. You are an energetic, thoughtful, and creative team player who loves rolling up your sleeves while ensuring a high attention to detail. You thrive in fast-paced, multi-tasking environments while remaining poised. You are an expert at executing complex and strategic scheduling and high-level relationship management for a senior principal, using excellent judgement and discretion. You are motivated by a collaborative environment and are readily willing to go the extra mile.In addition to your work providing executive support to the President, you will also act as a liaison to internal colleagues and external stakeholders, communicating the need for timely information. You will report to the Manager of the Front Office, and help ensure 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 Rockefeller Foundation.Location and Workstyle: Washington, DC. and we are currently remote.Principal Duties and Responsibilities

  • Serves as a key partner to the President and is at the heart of coordination and logistics in the execution of critical administrative duties and responsibilities.
  • Expertly anticipates the President's needs and is highly responsive to direct and expected requests; providing swift, accurate, and thoughtful replies to requests, following up on action items.
  • Provides senior level administrative support including reading, researching and routing correspondence, drafting letters and documents, collecting and analyzing information and managing contacts.
  • Assists the President in preparing for meetings by creating outlines, high level presentations and other documentation required.
  • Organize and maintain complex calendar for the President; prioritize and coordinate high volume and ever-changing schedules and priorities including coordination of complex meetings which contain multiple participants and locations with a high level of efficiency and accuracy;
  • Manage calendar requests for both personal and external engagements.
  • Coordinates domestic and international travel arrangements ensuring tight schedules and well-articulated itineraries; creates and modifies travel itineraries; informs and plans actions based on the itinerary with appropriate parties, with monitoring throughout; supports other PO team members as needed with travel and scheduling.
  • Support the President on inbox management, responding to correspondence and routing emails as needed.
  • Coordinate with various teams across the organization to ensure appropriate support with technology, tools, employee services, IT and other infrastructure groups necessary to successfully support the work of the President and the PO's office.
  • Facilitates work between the PO's office and other departments to establish seamless communication and exchange between internal partners.
  • Actively builds relationships across the Foundation with other key leaders and administrators maintaining a close and highly responsive partnership.
  • Serves as an active ambassador of the team both inside and outside of the Foundation, contributing to creating an engaging and positive values-driven culture.
  • Manages meeting logistics, conference rooms, AV equipment, displaying presentations, etc.
  • As needed, helps prepare and process expense reports, vendor invoicing paperwork, and purchase requisitions, including monthly expense reconciliation and on-demand expense reports.
  • Serves as key point person for the President regarding any sensitive or confidential matters.
  • Works on special projects and events as directed.
    Education, Experience and Skills
    • Bachelor's degree is required; concentration in business administration, non-profit management or related field is preferred.
    • Minimum of 10 years' of experience successfully supporting a C-Suite/Executive leader is required.
    • Must have previous work experience in a complex, fast-paced and highly professional role in a global organization with multiple offices; experience in a dynamic mission-driven non-profit organization is a plus.
    • Direct experience managing sensitive and confidential matters with a high level of professionalism and poise.
    • Strong execution and organization skills and demonstrated experience prioritizing and executing multiple priorities seamlessly with excellent attention to detail.
    • Excellent interpersonal, written and verbal communication skills and is effective in developing positive and productive relationships with all levels of staff and management across the organization.
    • Demonstrated technical proficiency with Microsoft Word, Excel and Power Point. Prior Salesforce or similar CRM experience is a plus.
    • Must have experience booking and managing international travel. International work experience or proven intercultural competence a plus.
    • Must be comfortable working overtime, including weekends as needed.
      Qualifications and Competencies
      • Partnership and Relationship Building: Sensitive to organizational culture, strong professional representation of the Foundation. Strategic partnership building, adaptable and flexible. Commitment to The Rockefeller Foundation's mission and core values.
      • Strategy: Highly strategic mindset with ability to identify and prioritize what's important in any project, demonstrates innovative approaches to work, ability to organize chaos into coherent plan.
      • Communication: Excellent interpersonal abilities; outstanding listening skills, writing and verbal skills; Awareness of reputation, positioning and brand management.
      • Project Management: High operational and project management ability; proactive. Sound, mature judgment, integrity, and respect for others.
      • Decision-Making: Analytical and strong problem-solving abilities, takes initiative, drives for results, ability to prioritize work, communicates problems and proposes solutions, as appropriate.
      • Execution: Incredibly meticulous with strong attention to detail; strong project management skills; meets deadlines; ability to multi-task and work under pressure; detail oriented. Sense of urgency and responsibility, flexible work style; a self-started who can work independently as well as in and across teams.
      • Passion and Optimism: Deep enthusiasm for the mission and people of the Foundation; entrepreneurial energy around connecting an engaged staff with the overall impact of the Foundation's work. As an organization, we focus on six values to advance our culture and to continue our success. We are dedicated to being Transparent , Optimistic , Accountable , Collaborative, Trusted and Equitable . We operate from a strong commitment to equity, diversity and inclusion in everything that we do. It's not only the right thing to do - we couldn't make an impact without the diverse perspectives and experiences of our team members. We expect all employees at the Foundation to contribute by developing their unique perspective and talent, and to challenge conventional wisdom through evidence and reason, and by amplifying marginalized voices. 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.

Keywords: ROCKEFELLER FOUNDATION, Washington DC , Executive Assistant, President's Office, Executive , Washington, DC

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