Executive Assistant at Rockefeller Foundation

Principal Duties and Responsibilities

The Executive Assistant and Team Coordinator will support a number of directors and manager under the guidance of the Director Operations in the Africa Regional Office. Below are some of the key duties:

• Manages the calendars for directors, including identifying key deadlines /milestones in team plans and flag as necessary follow-up. Must be comfortable with heavy scheduling and calendar management including coordination of complex meetings with multiple participants and locations with a high level of efficiency and accuracy.
• Anticipates needs and is highly responsive to direct and anticipated requests; providing fast, accurate, and thoughtful replies to requests and follow up on action items on behalf of the directors.
• Provides senior level administrative support including tracking grant and contract deliverables drafting letters and documents, taking meeting minutes, and collecting and summarizing information.
• Supports social media asset development and organization to facilitate storytelling and brand development.
• Coordinates both domestic and international travel arrangements ensuring tight schedules and well-articulated itineraries. Creates and modifies travel itineraries quickly and accurately. Informs and plans actions based on the itinerary with appropriate parties.
• Ensures that the directors and team's office have the required technological tools or equipment to successfully perform their work.
• Facilitates and ensures set-up of office and workstation for newly hired staff on the team.
• Proactively anticipates organizational needs to ensure smooth team operations.
• Serves as an inter-department liaison and actively builds relationships across the Foundation with other key leaders and their senior level administrators.
• Attends meetings on behalf of the directors, takes meeting minutes, and provides feedback as directed.
• Assists in creating high level presentations and any other documentation required on an ongoing basis. This includes but is not limited to: Board Presentations, budgets and forecasts, white papers, complex schedules and events, and travel and expense documents.
• Organizes meetings/events including meeting logistics, agenda and materials preparation, conference room and AV equipment set up, displaying presentations, etc.
• Organizes and maintains an internal contact details database for the Foundation's partners and grantees. Also maintains a proper filing system - physical and electronic e.g., on Box and Salesforce.
• Prepares and processes expense reports, vendor invoicing paperwork, and purchase requisitions, including monthly expense reconciliation and on-demand expense reports.
• Support in processing and renewal of work permits.
• Serves as an active ambassador of the team inside and outside of the Foundation, contributing to creating a positive values-driven culture that engages managers and staff across the Foundation and ensures that the organization's people are aligned with the Foundation's vision, direction and strategy.

Education, Experience, and Skills

• A bachelor's degree in Business Administration or a related field is preferred.
• Generally expected to have 5 to 7 years of executive level administrative experience in supporting an Executive Leader.
• Must have previous work experience in a complex, fast-paced and highly professional role and global organization with multiple offices and with a strong mission and focus on people or a related role in a not-for-profit organization focused on a highly dynamic, evolving organization and work environment.
• Direct experience in managing sensitive and confidential matters with a high level of professionalism and grace under pressure.
• Strong execution and organization skills and demonstrated experience in prioritizing and executing multiple priorities seamlessly with excellent attention to detail.
• Demonstrated proactive problem-solving skills with strong decision-making capability. Work effectively both independently, as well as, in a team-oriented, collaborative and collegial environment.
• Has the ability to identify, prioritize and manage agendas, employee communications, high level presentations and documents and is comfortable multi-tasking in a fast-paced environment.
• Has 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.
• Proven experience working effectively as part of a team and autonomously.
• Proven excellent project management and organizational skills with a demonstrated ability to deliver high quality, accurate work on time.
• Has experience within a highly collaborative, dynamic organization and in an entrepreneurial environment where building policies, program and processes are necessary.
• Demonstrated technical proficiency with Microsoft Word, Excel and Power Point.
• Must have experience booking and managing international travel. International work experience a plus, proven intercultural competence.

Qualifications and Competencies

•  Communication: Excellent interpersonal abilities; outstanding listening skills, writing and verbal skills; Awareness of reputation, positioning and brand management.
•  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.
•  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: 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.