[Hiring] Executive Assistant @Rockefeller Philanthropy Advisors

Role Description

The Executive Assistant (EA) plays a critical role in ensuring the efficiency and effectiveness of the Executive Vice President level. This role will report to the Senior Advisor, Office of the CEO, & Board Liaison. They provide high-quality administrative, logistical, and operational support that enables the assigned Executives to focus on strategic priorities.

• Manage day-to-day scheduling, meeting coordination, travel arrangements, and information flow.
• Collaborate across departments to keep stakeholders aligned and informed.
• Uphold the highest standards of professionalism, confidentiality, and accuracy.
• Contribute to a consistent, aligned, and service-oriented approach to supporting Executive Leaders.

Qualifications

• Bachelor’s degree or equivalent experience preferred.
• At least 5 years of experience in high-level executive support, ideally supporting at least two C-suite leaders within complex, multi-stakeholder environments.
• Experienced executive level support and knowledge of philanthropic/nonprofit sector preferred (3-4 years).
• Proficiency with scheduling and collaboration tools and extensive working knowledge of Microsoft Office Suite and Web-based tools.
• Excellent verbal, written and interpersonal communication and strong organizational skills.
• Demonstrate discretion and sound independent judgment and instincts.
• Solid analytical thinking skills to prioritize matters of significance.

Requirements

• Manage core administrative functions including travel arrangements, expense reports, scheduling meetings, and maintaining executive calendars.
• Process and reconcile expenses in Airbase and ensure timely submission and reimbursement.
• Manage complex, high-volume calendars: schedule, reschedule, and prioritize meetings.
• Arrange end-to-end travel for select stakeholders, ensuring efficient itineraries and contingency plans.
• Provide support for projects and function specific tasks, including data entry and maintenance of CRM and tracking systems.
• Coordinate logistics, milestones, and stakeholder communications for various projects and special initiatives.
• Provide reliable support for internal and external events and key engagements.
• Assist with meeting coordination, including scheduling, agenda support, preparation, note-taking, and follow-ups.
• Manage access to the executive through thoughtful gatekeeping and prioritization of documents.
• Support communications and logistics with precision and care.
• Prioritize inquiries, information flow, and incoming requests to support timely decision-making.
• Responsible for planning and/or assisting in the coordination of functions such as meetings, retreats, and critical events.
• Prepare for meetings and presentations by gathering and analyzing materials.
• Operate with strong independence on defined responsibilities while partnering closely with the Senior Advisor.
• Navigate multiple competing priorities and deadlines with high accuracy and follow-through.
• Communicate effectively without supervision.

Benefits

• Competitive compensation and benefits package including health coverage.
• Retirement benefits.
• Paid sick leave, vacation, and holidays.
• Tuition reimbursement and access to professional development resources.
• Salary range: $85,000 - $100,000 per year.

Application Process

Applications will be reviewed as received. In order to be considered, all applications must include a cover letter describing your interest and qualifications and your resume. The position will remain open until filled.

Rockefeller Philanthropy Advisors celebrates the uniqueness of our staff, our partners, and the communities we serve. We are committed to inclusion with the goal of cultivating a culture of belonging and acceptance.