Executive Assistant, Power

$77,200 - $102,000/Yr

The Rockefeller Foundation - New York, NY

Full-time - Mid Level

Hybrid - New York, NY

About the position

The Rockefeller Foundation is focused on ensuring a climate-safe future by expanding access to reliable, clean energy and accelerating the decarbonization of the energy system. In 2021, the Foundation established The Global Energy Alliance for People and Planet (GEAPP) to drive an equitable energy transition in developing economies, improve access to renewable electricity, create green jobs, and reduce carbon emissions. GEAPP's success and the development of energy access and transition solutions are key priorities for the Foundation. While driving GEAPP's success is a core focus for the Power team, they are also developing aligned solutions to strengthen the energy access and transition ecosystem. This includes, but is not limited to, vital institutional capacity building for global energy transitions; accelerated coal decommissioning; and leveraging frontier technologies such as Artificial Intelligence for energy transition planning. The Power team seeks an Executive Assistant who reports to the Managing Director (MD) and supports other Power team leaders at the Managing Director's discretion. This position requires reliability, organization, the ability to anticipate the needs of the MD, Power team leaders, and above all, a desire to learn and grow. This role will be critical in enabling the team to carry out their responsibilities. The Executive Assistant must be able to advance work independently, maintain confidentiality, and work across a complex organization with high-profile internal and external partners. This role is on a hybrid work schedule, requiring in-office presence on Tuesdays, Wednesdays, and Thursdays.

Responsibilities

• Maintains calendars for the Managing Director and other leads at the discretion of the Managing Director, including identifying key deadlines/milestones in team plans and flagging as necessary for follow-up.
• Provides senior-level administrative support including proofreading, research, routing correspondence, drafting letters and documents, collecting and summarizing information, contact management supporting with the Foundation's Salesforce implementation, and contract and grant-making support.
• Coordinates both domestic and international travel arrangements ensuring tight schedules and well-articulated itineraries.
• Creates and modifies travel itineraries quickly and accurately.
• Ensures that office technology and any tools or equipment are operating effectively.
• Actively builds relationships across the Foundation with other key leaders and their senior-level administrators.
• Assists the MD and leads in creating high-level presentations and any other documentation required on an ongoing basis, including Board Presentations, budgets and forecasts, and white papers.
• Manages meeting logistics, conference rooms, AV equipment, and displaying presentations; supports organizing and managing virtual and in-person events.
• Prepares and processes expense reports, vendor invoicing paperwork, and purchase requisitions, including monthly expense reconciliation and on-demand expense reports.
• Anticipates needs and is highly responsive to direct and anticipated requests; provides fast, accurate, and thoughtful replies to requests, and follows up on action items.
• Works on special projects as supervised by the MD and leads, such as event coordination, and planning team activities.
• Provides backstop to other EA and Team coordinators on the Power team.

Requirements

• A minimum of three years of senior-level administrative experience supporting a senior leader is required.
• Generally expected to have 3-5 years of relevant experience.
• High school diploma required; Bachelor's preferred.
• Direct experience in managing sensitive and confidential matters with a high level of professionalism.
• Strong execution and organization skills and demonstrated experience in prioritizing and executing multiple priorities seamlessly with excellent attention to detail.
• Proactive problem-solving skills with strong decision-making capability.
• Ability to work independently as well as in a team-oriented, collaborative, and collegial environment.
• Ability to identify, prioritize, and manage agendas, employee communications, high-level presentations, and documents.
• 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.
• Excellent project management skills with a demonstrated ability to deliver high-quality, accurate work on time.
• Demonstrated technical proficiency with Microsoft Word, Excel, and PowerPoint; familiarity with Salesforce is a plus.
• Must have experience booking and managing international travel.

Nice-to-haves

• Familiarity with Salesforce is a plus.

Benefits

• Loan repayment program
• Health insurance
• Tuition reimbursement
• Paid time off
• Parental leave