Executive Assistant, Chief Operating Officer

$97,300 - $129,200/Yr

The Rockefeller Foundation - New York, NY

Full-time - Executive

Hybrid - New York, NY

About the position

The Executive Assistant to the Chief Operating Officer (COO) serves as a strategic partner, facilitating coordination and communication across the operations portfolio and the broader foundation. This role requires a proactive and detail-oriented individual who excels in a fast-paced environment, managing complex scheduling and high-level relationship management for a C-suite executive. The Executive Assistant will also act as a liaison to internal and external stakeholders, ensuring efficient office management in support of the Foundation's mission.

Responsibilities

• Serve as the primary point of contact for all administrative needs of the COO.
• Maintain the COO's calendar with precision, coordinating agendas and ensuring timely execution of key deadlines.
• Handle a high volume of email correspondence, prioritizing and routing messages as necessary.
• Manage scheduling and coordinating complex travel arrangements and preparing detailed trip briefings.
• Maintain up-to-date contact information and input engagement information within the Foundation's CRM system.
• Ensure the COO has all necessary technology and tools to perform duties without interruption.
• Coordinate updates, approvals, and distribution of internal and external communication drafts.
• Coordinate and assist with the planning and execution of key meetings for the Office of the COO team.
• Handle all logistical aspects of meetings, including booking conference rooms and setting up AV equipment.
• Coordinate the Office of the COO's project and task tracker to maintain focus on key deliverables.
• Assist in the creation of high-level presentations, reports, and other documentation as needed.
• Manage the physical and digital filing systems for the COO's office, ensuring documents are organized and accessible.
• Assist in monitoring the Office of the COO budget and prepare expense reports and vendor invoices.
• Work on special projects and events as directed.
• Develop and maintain strong relationships with key leaders and administrators across the Foundation.
• Serve as an active ambassador for the COO's office, promoting a collaborative and supportive environment.

Requirements

• A minimum of 5 years of Executive Assistant experience supporting a C-Suite executive is required; 8-10 years 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 is highly desirable.
• Experience managing sensitive and confidential matters with high professionalism.
• Strong execution and organization skills with excellent attention to detail.
• Excellent interpersonal, written, and verbal communication skills.
• 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.

Nice-to-haves

• Experience in a mission-driven organization focused on a highly dynamic, evolving work environment.
• Ability to develop positive and productive relationships with all levels of staff and management.

Benefits

• Health insurance programs
• Tuition reimbursement and student loan repayment
• Generous 401K
• Parental leave
• Various forms of paid time off