The Rockefeller Foundation
Executive Assistant, EVP of Programs
The Rockefeller Foundation, New York, New York, us, 10261
Position Overview
The Executive Assistant (EA) supports the Executive Vice President of Programs in enabling strategic leadership across the Foundation, including Board engagement, programmatic direction, and engagement with the President’s Office. As a trusted partner and ambassador, the Executive Assistant collaborates across teams to prioritize information and requests, ensuring the EVP operates at peak effectiveness.
Pay Range $97,300 - $115,000. This represents the present low and high ends of the Foundation’s pay range for this position. Actual pay will vary based on various factors, including but not limited to experience. This is a non-exempt position and thus eligible for overtime pay.
Work Schedule This role is based in New York, NY, and required to be in the office on Mondays, Tuesdays, Wednesdays, and Thursdays.
Principal Duties and Responsibilities
Provide high-level executive administrative support to the EVP Programs, including reviewing her email, managing and drafting correspondence, preparing documents, tracking action items, and ensuring timely follow-up on requests.
Manage the EVP’s calendar with precision, coordinating complex meetings across time zones and handling scheduling conflicts proactively.
Arrange domestic and international travel, prepare detailed itineraries, and ensure all logistics—including expenses and reimbursements—are executed accurately and efficiently.
Support meeting readiness by preparing outlines, presentations, and briefing materials tailored to the EVP’s needs and priorities.
Maintain organized records, manage contact databases in Salesforce, process expenses, and handle vendor paperwork to ensure smooth administrative operations.
Write clear, high-quality meeting minutes and follow-up notes that capture key decisions and action items.
Facilitate effective communication and occasionally serve as the primary point of contact between the EVP Programs and internal teams, as well as external partners, ensuring timely information flow and responsiveness.
Build strong working relationships with other administrators and staff to support cross-team coordination and collaboration.
Ensure the EVP’s office setup, tools, and technology are functioning optimally by coordinating with IT and Employee Services.
Manage meeting logistics, including AV setup, room arrangements, and other operational details to support seamless engagements.
Serve as a trusted point of contact for sensitive matters, maintaining confidentiality and professionalism at all times.
Assist with special projects and events as directed, contributing to the success of strategic initiatives and team priorities.
Proactive problem solving – anticipate needs; looking ahead to potential challenges, preparing solutions in advance; managing last minute issues calmly and efficiently.
Perform additional duties as assigned, demonstrating flexibility and a proactive approach to evolving needs.
Must be able and willing to work overtime as needed, and be occasionally available after hours and on weekends, particularly when the EVP is traveling internationally.
Experience, Education, and Skills
Minimum of 7 years of executive-level administrative experience supporting a senior leader, ideally within a global, mission-driven organization.
Experience in managing complex calendars, coordinating meetings across time zones, and prioritizing time for executives.
Experienced in navigating complex, fast-paced environments with multiple offices and shifting priorities.
Skilled in handling sensitive and confidential matters with discretion and professionalism under pressure.
Strong organizational and project management abilities; excels at prioritizing tasks and delivering detail-oriented, high-quality work.
Effective communicator across all levels; builds collaborative relationships and produces clear, professional written and verbal communications.
Proficient in coordinating international travel and managing logistics.
Technically adept with Microsoft Office Suite and CRM platforms and other administrative software, experience with Salesforce a plus.
Highly organized with the ability to juggle multiple priorities and meet tight deadlines.
Holds relevant academic background; advanced training or coursework in business administration, communications, or a related field is a plus.
Competencies
Bias for Action : Takes on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
Communicates Effectively : Develops and delivers multi-mode communications that convey a clear understanding of the unique needs of different audiences.
Decision Quality : Makes good and timely decisions that keep the organization moving forward.
Strategic Learning : Actively learns through experimentation when tackling new problems, using both successes and failures as learning fodder.
Values Differences : Recognizes the value of different perspectives, commits to being self-aware and respectful, and seeks to learn from new and different voices.
As an organization, we focus on six values to advance our culture and continue our success. We are dedicated to being Transparent, Optimistic, Accountable, Collaborative, Trusted, and Equitable. We expect all employees at the Foundation to contribute by developing their unique perspectives and talent, challenging conventional wisdom through evidence and reason, and amplifying marginalized voices.
The Rockefeller Foundation is committed to the principles of equal employment opportunity and compliance with all federal, state, and local laws concerning employment discrimination, including the Americans with Disabilities Act. To this end, the Foundation ensures equal opportunity to all employees and applicants regardless of race, color, age, gender, sexual orientation, religion, marital status, national origin or ancestry, citizenship, lawful alien status, physical, mental, and medical disability, veteran status, liability for service in the United States Armed Forces, or any other protected status.
The Rockefeller Foundation is an Equal Opportunity Employer.
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Pay Range $97,300 - $115,000. This represents the present low and high ends of the Foundation’s pay range for this position. Actual pay will vary based on various factors, including but not limited to experience. This is a non-exempt position and thus eligible for overtime pay.
Work Schedule This role is based in New York, NY, and required to be in the office on Mondays, Tuesdays, Wednesdays, and Thursdays.
Principal Duties and Responsibilities
Provide high-level executive administrative support to the EVP Programs, including reviewing her email, managing and drafting correspondence, preparing documents, tracking action items, and ensuring timely follow-up on requests.
Manage the EVP’s calendar with precision, coordinating complex meetings across time zones and handling scheduling conflicts proactively.
Arrange domestic and international travel, prepare detailed itineraries, and ensure all logistics—including expenses and reimbursements—are executed accurately and efficiently.
Support meeting readiness by preparing outlines, presentations, and briefing materials tailored to the EVP’s needs and priorities.
Maintain organized records, manage contact databases in Salesforce, process expenses, and handle vendor paperwork to ensure smooth administrative operations.
Write clear, high-quality meeting minutes and follow-up notes that capture key decisions and action items.
Facilitate effective communication and occasionally serve as the primary point of contact between the EVP Programs and internal teams, as well as external partners, ensuring timely information flow and responsiveness.
Build strong working relationships with other administrators and staff to support cross-team coordination and collaboration.
Ensure the EVP’s office setup, tools, and technology are functioning optimally by coordinating with IT and Employee Services.
Manage meeting logistics, including AV setup, room arrangements, and other operational details to support seamless engagements.
Serve as a trusted point of contact for sensitive matters, maintaining confidentiality and professionalism at all times.
Assist with special projects and events as directed, contributing to the success of strategic initiatives and team priorities.
Proactive problem solving – anticipate needs; looking ahead to potential challenges, preparing solutions in advance; managing last minute issues calmly and efficiently.
Perform additional duties as assigned, demonstrating flexibility and a proactive approach to evolving needs.
Must be able and willing to work overtime as needed, and be occasionally available after hours and on weekends, particularly when the EVP is traveling internationally.
Experience, Education, and Skills
Minimum of 7 years of executive-level administrative experience supporting a senior leader, ideally within a global, mission-driven organization.
Experience in managing complex calendars, coordinating meetings across time zones, and prioritizing time for executives.
Experienced in navigating complex, fast-paced environments with multiple offices and shifting priorities.
Skilled in handling sensitive and confidential matters with discretion and professionalism under pressure.
Strong organizational and project management abilities; excels at prioritizing tasks and delivering detail-oriented, high-quality work.
Effective communicator across all levels; builds collaborative relationships and produces clear, professional written and verbal communications.
Proficient in coordinating international travel and managing logistics.
Technically adept with Microsoft Office Suite and CRM platforms and other administrative software, experience with Salesforce a plus.
Highly organized with the ability to juggle multiple priorities and meet tight deadlines.
Holds relevant academic background; advanced training or coursework in business administration, communications, or a related field is a plus.
Competencies
Bias for Action : Takes on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
Communicates Effectively : Develops and delivers multi-mode communications that convey a clear understanding of the unique needs of different audiences.
Decision Quality : Makes good and timely decisions that keep the organization moving forward.
Strategic Learning : Actively learns through experimentation when tackling new problems, using both successes and failures as learning fodder.
Values Differences : Recognizes the value of different perspectives, commits to being self-aware and respectful, and seeks to learn from new and different voices.
As an organization, we focus on six values to advance our culture and continue our success. We are dedicated to being Transparent, Optimistic, Accountable, Collaborative, Trusted, and Equitable. We expect all employees at the Foundation to contribute by developing their unique perspectives and talent, challenging conventional wisdom through evidence and reason, and amplifying marginalized voices.
The Rockefeller Foundation is committed to the principles of equal employment opportunity and compliance with all federal, state, and local laws concerning employment discrimination, including the Americans with Disabilities Act. To this end, the Foundation ensures equal opportunity to all employees and applicants regardless of race, color, age, gender, sexual orientation, religion, marital status, national origin or ancestry, citizenship, lawful alien status, physical, mental, and medical disability, veteran status, liability for service in the United States Armed Forces, or any other protected status.
The Rockefeller Foundation is an Equal Opportunity Employer.
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