Position Overview
As the Executive Assistant, you are a strategic partner to the Chief Operating Officer (COO) and the Office of the COO's team in its mandate of driving coordination, collaboration, and communication across the operation’s portfolio and broader foundation.
You are an energetic, thoughtful, positive, and creative teammate who loves rolling up your sleeves and you thrive in fast-moving, multi-tasking environments, remaining calm and collected while always paying close attention to detail. You know how to successfully execute complex and strategic scheduling and high-level relationship management for a C-suite executive, using excellent judgment and discretion. You are motivated by a collaborative environment and are always willing to go above and beyond, working closely with the rest of the team to manage information flow and briefings and smoothly complete a wide range of daily tasks and broader goals.
In addition to providing all executive assistance to the COO, you act as a liaison to internal colleagues and external stakeholders, communicating the need for information in a timely way and you ensure that all elements of the office are managed professionally, proactively, and efficiently in service of the Foundation’s mission.
Pay Range: $97,300 - $129,200. This represents the present low and high end of the Foundation’s pay range for this position. Actual pay will vary based on various factors, including but not limited to experience.
Work Schedule: This role is on a hybrid work schedule, and required to be in the office on Tuesdays, Wednesdays, and Thursdays.
Principal Duties and Responsibilities
COO Executive Support
Serve as the primary point of contact for all administrative needs of the COO, including:
-
Calendar Management: Maintain the COO’s calendar with precision, coordinating agendas, collecting materials, and ensuring the timely execution of key deadlines and milestones. Track and follow up on critical items, ensuring that the COO is well-prepared for meetings and engagements.
-
Email Management: Handle a high volume of email correspondence, reading, prioritizing, and routing messages as necessary, while drafting responses and documents on behalf of the COO.
-
Travel & Expense Management: Manage scheduling and coordinating complex travel arrangements and preparing detailed trip briefings. Ensure timely preparation and processing of expense reports.
-
Contact Management: Maintain up-to-date contact information and input contact and engagement information within the Foundation’s CRM system.
-
Technology and Tools Management: Proactively ensure that the COO has all necessary technology, tools, and equipment to perform their duties without interruption, coordinating with IT to maintain optimal functionality.
-
Coordinating COO Communications: Coordinate updates, approvals, and distribution of internal and external communication drafts in partnership with the COO’s Office and Communications teams.
Office of the COO Team Coordination & Support
Support the operational effectiveness of the Office of the COO through:
-
Meeting Management: Coordinate and assist with the planning and execution of key meetings for the Office of the COO team, the Operations Leadership Team, and Operations all-hands meetings. This includes scheduling, preparing agendas, distributing materials, and ensuring that meetings run smoothly and efficiently.
-
Meeting Logistics: Handle all logistical aspects of meetings, including booking conference rooms, setting up AV equipment, and displaying presentations.
-
Project and Task Coordination: Coordinate the Office of the COO’s project and task tracker, which helps the team maintain their focus on key deliverables.
-
Document and Presentation Creation: Assist in the creation of high-level presentations, reports, and other documentation as needed (e.g. Board meetings, Town Halls, etc.)
-
File Management: Manage the physical and digital filing systems for the COO’s office, ensuring that documents are properly stored, organized, and easily accessible. Implement best practices for knowledge management and ensure compliance with document retention policies.
-
Budget and Expense Management: Assist in monitoring the Office of the COO budget. Prepare and process team expense reports, vendor invoices, and purchase requisitions for the COO’s office. This includes monthly expense reconciliation and the generation of on-demand expense reports as needed, ensuring accuracy and adherence to budget parameters.
-
Special Projects and Events: Works on special projects and events as directed.
Team Ambassador & Partner
-
Builds Strategic Relationships: Develop and maintain strong relationships with key leaders and administrators across the Foundation. You will create a network of support and partnership, enabling effective collaboration and responsiveness to the needs of the COO’s office.
-
Team Ambassador: Serve as an active ambassador for the COO’s office, both within the Foundation and externally. You will contribute to creating an engaging and positive culture, embodying the values of the Foundation, and promoting a collaborative and supportive environment.
Education, Experience, and Skills
-
A minimum of 5 years of Executive Assistant experience in supporting a C-Suite executive is required; 8-10 years of experience is preferred.
-
Bachelor’s degree, or related professional experience, is preferred.
-
Experience in philanthropy, public policy, international development, or related fields is a plus.
-
Experience in a complex, fast-paced, and highly professional role within a global or matrixed organization; experience with a mission-driven organization focused on a highly dynamic, evolving organization and work environment is highly desirable
-
Experience managing sensitive and confidential matters with high professionalism and grace under pressure.
-
Strong execution and organization skills and experience in 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
-
Demonstrated technical proficiency with Microsoft Word, Excel, and PowerPoint. Prior Salesforce or similar CRM experience is a plus.
-
Experience booking and managing travel, both international and domestic.
Qualifications and Competencies
-
Bias for Action: Takes on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
-
Communicates Effectively: Develops and delivers multi-mode communications that convey a clear understanding of the unique needs of different audiences.
-
Decision Quality: Makes good and timely decisions that keep the organization moving forward.
-
Strategic Learning: Actively learns through experimentation when tackling new problems, using both successes and failures as learning fodder.
-
Values Differences: Recognizes the value of different perspectives and commits to inclusion, equity, and diversity in every aspect of work.
About The Rockefeller Foundation
The Rockefeller Foundation is a pioneering philanthropy built on collaborative partnerships at the frontiers of science, technology, and innovation that enable individuals, families, and communities to flourish. We make big bets to promote the well-being of humanity. Today, we are focused on advancing human opportunity and reversing the climate crisis by transforming systems in food, health, energy, and finance. For more information, sign up for our newsletter at http://rockefellerfoundation.org and follow us on X @RockefellerFdn.
The Rockefeller Foundation offers a comprehensive and competitive benefits package that includes health insurance programs, tuition reimbursement and student loan repayment, a generous 401K, parental leave, and various forms of paid time off, all to help our employees feel energized, cared for, and engaged.
As an organization, we focus on six values to advance our culture and 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 is not only the right thing to do – we could not make an impact without our team members' diverse perspectives and experiences. We expect all employees at the Foundation to contribute by developing their unique perspectives and talent, challenging conventional wisdom through evidence and reason, and amplifying marginalized voices.
The Rockefeller Foundation is committed to the principles of equal employment opportunity and 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, liability for service in the United States Armed Forces, or any other protected status.
The Rockefeller Foundation is an Equal Opportunity Employer.
