View Our Website View All Jobs

Administrative Assistant, President's Office

As an Administrative Assistant (AA), you're a core member of President’s Office team supporting the clerical, correspondence, and logistical functions of the department. The position requires you to anticipate the needs of the Chief of Staff (COS) and team members to resolve operational and administrative issues before they arise. You have the ability to move quickly with the changing environment and you use the experience that you have acquired throughout your career to strategically support your team's projects. In addition to being agile, organized and analytical, you possess the strong business judgment and communication skills needed to interact with a variety of people and job functions. If you like a dynamic, fast paced environment while remaining calm and flexible in the face of ever-changing priorities and needs, then this is the role for you!

Principal Duties and Responsibilities :

The position is responsible for supporting administrative functions of the President’s Office – including answering phones, greeting guests, scheduling meetings, making travel arrangements, processing expense reports, providing logistical support on events, ordering supplies and managing the flow of documents to the President.

The Administrative Assistant will support the President and Chief of Staff by:

  • Tracking and monitoring all internal and external requests for the President’s time through the designated online system, and ensuring that all requests are addressed in a timely manner
  • Processing the President’s incoming electronic mail and correspondence and forwarding urgent matters as needed
  • Drafting, proofreading, securing sign-off and disseminating correspondence on behalf of the President and Chief of Staff
  • Managing and updating the President’s Office contacts database
  • Ensuring the President has all necessary briefings and materials in advance and coordinating delivery if needed
  • Providing scheduling and administrative support for the Chief of Staff and assisting with special projects and research as needed

Supervision Received:

This position is supervised by and reports to the Chief of Staff.

Supervision Exercised:

N/A

Qualifications & Skills:

Team Player: Strong social skills and willingness to work together with a small team; provide back up for all; adaptable and flexible

Communication: Excellent interpersonal abilities; excellent listening skills, writing and verbal skills; ability to be discrete

Detail-orientated:  Rigorous about details, particularly as it relates to spelling and grammar errors and conducts all work with a standard of excellence

Decision-Making: Analytical and strong problem-solving abilities; takes initiative, drives for results, knows how to prioritize work, communicates problems and proposes solutions as appropriate

Execution: Sense of urgency and responsibility, meets deadlines, flexible work style, ability to multitask and work under pressure, detail oriented

Partnership and Relationship Building: Internal and/or external ambassador, intercultural appreciation, interpersonal competencies

Strategic Ability: Anticipates future opportunities and consequences; demonstrates innovative approach to work; ability to organize chaos into coherent plan

Preferred Education and Experience :

  • Minimum of four-year undergraduate degree or equivalent work experience
  • Highly effective and efficient administrative skills and abilities, including ability to develop and implement administrative systems to accomplish work
  • Ability to manage multiple tasks and projects with flexibility and detail orientation.  Able to prioritize, work under pressure, and meet short deadlines
  • Excellent written, verbal, analytical and organizational skills. Ability to draft original correspondence. Strong proofreading and editing abilities are also necessary for this role
  • Demonstrated ability to manage telephone calls and messages with confidence and professionalism.
  • Computer proficiency in: MS Word, Excel, Outlook, Internet search skills, PowerPoint, and ability to learn new online applications quickly
  • A minimum of four years administrative work experience in a fast-paced office environment
  • Experience coordinating logistics in visible position strongly preferred

The Rockefeller Foundation is committed to the principles of equal employment opportunity and to 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 or liability for service in the United States Armed Forces.

The Rockefeller Foundation is an Equal Opportunity Employer

Read More

Apply for this position

Required*
Apply with Indeed
Attach resume as .pdf, .doc, .docx, .odt, .txt, or .rtf (limit 5MB) or Paste resume

Paste your resume here or Attach resume file

150
To comply with government Equal Employment Opportunity / Affirmative Action reporting regulations, we are requesting (but NOT requiring) that you enter this personal data. This information will not be used in connection with any employment decisions, and will be used solely as permitted by state and federal law. Your voluntary cooperation would be appreciated. Learn more.
Gender
Race/Ethnicity

Invitation for Job Applicants to Self-Identify as a U.S. Veteran
  • A “disabled veteran” is one of the following:
    • a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or
    • a person who was discharged or released from active duty because of a service-connected disability.
  • A “recently separated veteran” means any veteran during the three-year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.
  • An “active duty wartime or campaign badge veteran” means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.
  • An “Armed forces service medal veteran” means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.
Veteran status
I IDENTIFY AS ONE OR MORE OF THE CLASSIFICATIONS OF PROTECTED VETERAN LISTED ABOVE
I AM NOT A PROTECTED VETERAN
I DON’T WISH TO ANSWER

Voluntary Self-Identification of Disability
Voluntary Self-Identification of Disability Form CC-305
OMB Control Number 1250-0005
Expires 1/31/2020
Why are you being asked to complete this form?

Because we do business with the government, we must reach out to, hire, and provide equal opportunity to qualified people with disabilities.i To help us measure how well we are doing, we are asking you to tell us if you have a disability or if you ever had a disability. Completing this form is voluntary, but we hope that you will choose to fill it out. If you are applying for a job, any answer you give will be kept private and will not be used against you in any way.

If you already work for us, your answer will not be used against you in any way. Because a person may become disabled at any time, we are required to ask all of our employees to update their information every five years. You may voluntarily self-identify as having a disability on this form without fear of any punishment because you did not identify as having a disability earlier.

How do I know if I have a disability?

You are considered to have a disability if you have a physical or mental impairment or medical condition that substantially limits a major life activity, or if you have a history or record of such an impairment or medical condition.

Disabilities include, but are not limited to:

  • Blindness
  • Deafness
  • Cancer
  • Diabetes
  • Epilepsy
  • Autism
  • Cerebral palsy
  • HIV/AIDS
  • Schizophrenia
  • Muscular dystrophy
  • Bipolar disorder
  • Major depression
  • Multiple sclerosis (MS)
  • Missing limbs or partially missing limbs
  • Post-traumatic stress disorder (PTSD)
  • Obsessive compulsive disorder
  • Impairments requiring the use of a wheelchair
  • Intellectual disability (previously called mental retardation)
Please check one of the boxes below:

You must enter your name and date
Your Name Today's Date
Reasonable Accommodation Notice

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.


iSection 503 of the Rehabilitation Act of 1973, as amended. For more information about this form or the equal employment obligations of Federal contractors, visit the U.S. Department of Labor's Office of Federal Contract Compliance Programs (OFCCP) website at www.dol.gov/ofccp.


PUBLIC BURDEN STATEMENT: According to the Paperwork Reduction Act of 1995 no persons are required to respond to a collection of information unless such collection displays a valid OMB control number. This survey should take about 5 minutes to complete.