Senior Executive Assistant

About the position

The Mellon Foundation (“Foundation”) believes that the arts and humanities are where we express our complex humanity, and we believe that everyone deserves the beauty, transcendence, and freedom to be found there. Through our grants, we seek to build just communities enriched by meaning and empowered by critical thinking, where ideas and imagination can thrive. The Foundation makes grants in four core program areas - Higher Learning, Arts and Culture, Public Knowledge, and Humanities in Place - and through its signature Presidential Initiatives. The Foundation seeks a Senior Executive Assistant. Position Summary: The Chief Financial Officer & Treasurer (CFO) seeks a seasoned, proactive, and results-oriented Senior Executive Assistant with exceptional communication (verbal and written), organizational skills, and sound judgment. This role requires managing time-sensitive, detail-oriented tasks with discretion, adaptability, and strong problem-solving abilities. The ideal candidate is resourceful, articulate, and skilled in project management, thriving in a dynamic and collaborative environment. Clear thinking, strong communication, and excellent interpersonal skills are essential. The CFO provides strategic leadership for the Finance and Facilities departments, ensuring sound financial and operational stewardship that advances the Foundation's mission. Mellon Finance encompasses budget and financial planning, financial reporting and operations, procurement, investment accounting, tax, risk management, internal audit, and treasury. Mellon Facilities includes facilities management, office services, and capital planning and projects.

Responsibilities

• Manage complex calendars, schedule meetings, prepare materials, coordinate travel, and ensure the CFO is fully prepared for engagements.
• Build and maintain strong relationships with key stakeholders, acting as trusted liaison for the CFO.
• Serve as the primary point of contact for finance and facilities leadership, managing communications, screening calls, and maintaining a structured system for tracking and prioritizing tasks.
• Oversee high-volume email management, ensuring correspondences is promptly sorted, prioritized, and addressed to support seamless workflow and responsiveness.
• Coordinate meeting materials, deadlines and follow-ups.
• Assist in planning and executing meetings, retreats, and events.
• Support board committee meetings and projects in managing materials, tracking deadlines and ensuring follow-up actions are completed.
• Draft, edit, and proofread financial documents.
• Oversee records retention and ensuring compliance.
• Handle sensitive financial information with the utmost discretion and integrity.
• Manage expense processing, invoice tracking, and budget monitoring.
• Oversee office administration, including supplies, mail distribution, document storage, and ensure compliance with record-keeping policies.
• Perform other duties as needed to support department goals.

Requirements

• 10+ years of C-suite experience, preferably supporting a CFO or finance team.
• Exceptional organizational, time management, and multitasking skills.
• Strong verbal and written communication with keen attention to detail.
• Proven ability to work independently, prioritize effectively, and meet deadlines in a fast-paced environment.
• High level of professionalism, discretion, and ability to manage confidential financial information.
• Strong problem-solving skills with ability to anticipate needs and act proactively.
• Advanced proficiency in Outlook, Microsoft Word, Excel, and PowerPoint.
• Sound judgment, diplomacy, and the ability to navigate complex situations.
• Experience in developing and managing project plans.
• A proactive, solutions-oriented mindset.

Benefits

• Generous total reward package that includes base salary and a comprehensive benefits program.
• Competitive and equitable compensation within the philanthropic sector.
• Hybrid work schedule, with three days per week in person at the Foundation's Manhattan offices.