Executive Assistant, Trustee & CLO Operations

The Ford Foundation; New York (NY); Hybrid; USD 93,000 - 113,000; Full time

Benefits offered by this job

Medical, dental, and vision benefits

Generous time off

Generous retirement benefits

Job summary

The Ford Foundation is seeking a Special Assistant to be the primary contact for scheduling, travel, and logistics for the Board of Trustees and to support the Vice President, Chief Legal Officer and Secretary. This high-visibility role sits at the intersection of board operations and executive support in New York.

Candidate will maintain calendars, plan domestic and international travel, handle confidential materials, and coordinate with staff across departments.  A strong sense of

Qualifications

• 4+ years of experience supporting senior executives, ideally including exposure to board or governance operations.
• Bachelor's degree or equivalent relevant experience.
• Attention to detail with board materials and trustee communications.
• Discretion and executive presence when interacting with Trustees and senior leadership.
• Experience with travel itineraries, expense processing, and vendor invoices.
• Ability to manage complex calendars across multiple principals (CLO and Board).

Responsibilities

• Owns heavy scheduling for Board of Trustees, Committee, and Trustee-related meetings.
• Coordinates Trustee travel to New York and off-site Board meetings.
• Acts as day-to-day contact for Trustees and assistants on scheduling and travel logistics.
• Prepares meeting materials, posts to board portal, coordinates with AV and events teams.
• Reviews expense reports and vendor invoices for accuracy and policy compliance.
• Maintains confidentiality of sensitive Board materials and communications.
• Provides calendar management for the CLO and coordinates domestic/international travel.
• Manages inquiries on behalf of the CLO and maintains accurate records.

Skills

Calendar management

Travel coordination

Expense processing

Communication

Education

Bachelor's degree

Tools

GSuite

Microsoft Office

Job description

The Ford Foundation is seeking a Special Assistant to be the primary contact for scheduling, travel, and logistics for the Board of Trustees and to support the Vice President, Chief Legal Officer and Secretary. This high-visibility role sits at the intersection of board operations and executive support in New York.

Candidate will maintain calendars, plan domestic and international travel, handle confidential materials, and coordinate with staff across departments.  A strong sense of