Executive Assistant, OCEO

Rockefeller Philanthropy Advisors, Inc.; New York (NY); On-site; USD 85,000 - 100,000; Full time

Benefits offered by this job

Health coverage

Retirement benefits

Paid sick leave

Vacation and holidays

Tuition reimbursement

Professional development resources

Job summary

Rockefeller Philanthropy Advisors, Inc. is seeking an experienced Executive Assistant to support the Executive Vice President level, reporting to the Senior Advisor, Office of the CEO, & Board Liaison.

The role focuses on calendar management, travel arrangements, meeting coordination, and information flow with high confidentiality and precision. You will collaborate across departments, maintain executive calendars, prepare materials and gatekeep communications to keep leadership aligned on

Qualifications

• Bachelor’s degree or equivalent experience preferred.
• At least 5 years of experience in high-level executive support.
• Experience supporting at least two C-suite leaders within complex environments.
• Philanthropic/nonprofit sector experience preferred.
• Proficiency with scheduling tools and Microsoft Office Suite.
• Excellent verbal, written and interpersonal communication and strong organizational skills.

Responsibilities

• Manages core administrative functions: travel arrangements, expense reports, scheduling meetings and calendar management.
• Coordinate logistics for meetings and events; prepare materials and follow-ups.
• Gatekeep communications and prioritize information to support executives.
• Support cross-department projects and maintain records in systems.
• Maintain confidentiality and uphold professionalism across stakeholders.

Skills

Executive support

C-suite support

Organizational skills

Communication

Discretion

Project coordination

Travel coordination

MS Office

Web-based tools

Education

Bachelor’s degree or equivalent experience

Tools

Microsoft Office Suite

Web-based tools

Job description

Rockefeller Philanthropy Advisors (RPA) is a nonprofit organization that currently advises on and manages more than $400 million in annual giving by individuals, families, corporations and major foundations. Rockefeller Philanthropy Advisors accelerates philanthropy in pursuit of a just world.

Continuing the Rockefeller family’s legacy of thoughtful, effective philanthropy, RPA remains at the forefront of philanthropic growth and innovation, with a diverse team led by experienced grantmakers with significant depth of knowledge across the spectrum of issue areas. Founded in 2002, RPA has grown into one of the world’s largest philanthropic service organizations and, as a whole, has facilitated more than $3 billion in grantmaking to nearly 70 countries. RPA serves as a fiscal sponsor for more than 120+ projects, providing governance, management and operational infrastructure to support their charitable purposes. For more information, please go to www.rockpa.org.

Role Overview

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. This role manages day-to-day scheduling, meeting coordination, travel arrangements, and information flow, ensuring the seamless execution of activities aligned with priorities. The EA collaborates across departments to keep stakeholders aligned and informed, upholding the highest standards of professionalism, confidentiality, and accuracy. As a key member of the Executive Support team, the EA contributes to a consistent, aligned, and service-oriented approach to supporting Executive Leaders, while executing administrative tasks that ensure the smooth functioning of the function they support.

Accountabilities

Administration & Operations

Manages core administrative functions by making travel arrangements, preparing expense reports, scheduling meetings and conference calls, 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 to reflect executive priorities; ensure agenda clarity, prep materials, logistics, and timely follow-ups.
• Arrange end-to-end travel (flights, accommodations, ground, on-site logistics) for select stakeholders, ensuring efficient itineraries and contingency plans.

Project & Event Coordination

Provides support for projects and function specific tasks, including accurate data entry and maintenance of CRM and tracking systems.

• Coordinate logistics, milestones, and stakeholder communications for various projects and special initiatives; surface risks and status updates proactively.
• Provide reliable support for internal and external events and key engagements and maintain accurate records in systems such as NetSuite.
• Assist with meeting coordination, including scheduling, agenda support, preparation, note-taking, and follow-ups.

Executive Support

Provides high-quality executive support by managing access to the executive through thoughtful gatekeeping, and prioritization and preparation of documents, presentations, and correspondence.

• Support communications and logistics (including travel and expenses) with precision and care.
• Coordinate with internal and external stakeholders to ensure clarity, alignment, and timely exchange of information; act as a well-informed point of contact.
• Prioritizes inquiries, information flow, and incoming requests to support timely decision-making and maintain focus on strategic priorities

Meetings/Events Arrangement

Responsible for planning and/or assisting in the coordination of functions such as meetings, retreats, critical events, scouting venues and support the planning of social events.

• Prepare for meetings and presentations by gathering and analyzing materials and/or preparing background summaries.
• Arrange meetings and conferences, varying in size and complexity.

Complexity and Problem Solving

• Operates with strong independence on defined responsibilities while partnering closely with the Senior Advisor on prioritization and escalation.
• Navigates multiple competing priorities and deadlines, switching contexts quickly and maintaining high accuracy and follow-through.
• Works without supervision and provides technical guidance when required on planning, organizing, prioritizing and overseeing activities to efficiently meet business objectives.
• Uses clear and effective verbal communications skills without supervision and provides technical guidance when required on expressing ideas, requesting actions and formulating plans or policies.
• Communicates with other people without requiring supervision and provides technical guidance when required on speaking in a clear, concise and compelling manner.
• Applies concepts of knowledge / skill without requiring supervision.

Desired Qualifications And Experience

• 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) with a solid working understanding of executive and executive teams.
• 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 with the ability to organize work, prioritize multiple competing priorities and meet deadlines.
• Demonstrate discretion and sound independent judgment and instincts, as well as solid analytical thinking skills to prioritize matters of significance or be able to determine which issues may require immediate action for the CEO and/or the Executive Team.

Travel Requirements

• Occasional travel may be required to support meetings, events, or on-site engagements.

The incumbent in the role must demonstrate a commitment to RPA’s Mission and Values:

Mission and Values

At Rockefeller Philanthropy Advisors, our mission is to accelerate philanthropy in pursuit of a just world, by providing deep global expertise to make philanthropy more thoughtful, equitable and effective.

• We believe that philanthropy can help create a better world.
• We make decisions that center people and communities.
• We believe philanthropy has a responsibility to pursue equity.
• We uphold the highest standards of integrity and trust.
• We are committed to learning and sharing knowledge.

Compensation & Benefits

Rockefeller Philanthropy Advisors offers a competitive compensation and benefits package including health coverage, retirement benefits, paid sick leave, vacation and holidays, tuition reimbursement and access to professional development resources.

The salary range is one component of the total compensation package for employees.

Pay Range: $85,000 - $100,000 salary per year.

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. We strive to embed this value in our philanthropic work to advance a more just, equitable and sustainable world.

RPA is an equal opportunity employer.