Hiring Notice: Executive Assistant

Organization

The Center for Community Investment (CCI), a sponsored project at Rockefeller Philanthropy Advisors, works to ensure that all communities, especially those that have suffered from structural racism and policies that have left them economically and socially isolated, can unlock the capital they need to thrive. Over the past eight years, CCI (www.centerforcommunityinvestment.org) has worked with leaders and communities across the country to help them identify their priorities, develop projects to advance those priorities, and strengthen their investment ecosystem to facilitate investment. With the support of major national foundations, CCI runs both individual leadership development programs as well as initiatives that help teams and partner organizations apply CCI’s Capital Absorption Framework, a tested approach to helping investment land in disadvantaged communities. CCI has used its approach to help communities build and preserve affordable housing, improve climate resilience, fight against displacement, and build household and community wealth. Alumni of CCI’s programs in foundations, government, financial institutions, and community organizations share a commitment to systems change and support each other through a growing network of leaders.

Position

The Executive Assistant will provide high-level administrative support to top executives of the organization. The successful candidate will thrive in a fast-paced environment. This position plays a critical role in managing executives’ schedules, coordinating meetings, arranging travel, handling communications, preparing meeting agendas and summaries, and assisting with various administrative tasks to support day-to-day operations and allow them to focus on strategic decision-making and business activities. You may engage in confidential matters, liaise with other departments, and help with special projects as needed.

We seek someone who is excited to be part of advancing CCI’s mission. We are looking for a smart, flexible, collaborative, organized team player with strong communications skills and a willingness to lean into all areas of our work. The ideal candidate has superb interpersonal skills, consistent reliability, a positive attitude, the ability to anticipate needs as well as adapt and respond thoughtfully to emerging issues, and the ability to work quickly and effectively in a dynamic environment.

What You’ll Do 

Executive Administrative Support

• Provide a high level of executive administrative assistance to the senior leadership team, efficiently, effectively, and proactively anticipating needs while maintaining confidentiality.
• Manage complex schedules and calendars, coordinate appointments, meetings, and events to ensure efficient use of time.
• Manage travel itineraries, including flights, accommodations, ground transportation, and other logistics.
• Manage expense reports, and reimbursements. Track expenses and file reports in compliance with CCI’s policies.

Executive Office Support

• Handle sensitive and confidential documents; prepare agendas, presentations, contracts, spreadsheets, and other materials as needed, and/or review/edit drafts for accuracy and alignment with the tone and voice of top executives within established time frames.
• Work with senior leadership to plan and manage executive and Board meetings as well as special meetings onsite and offsite, by confirming location, catering, guests, agendas, materials, activities, etc.
• Take clear, comprehensive notes in meetings; prepare meeting minutes; and follow up on action items.
• Ensure executive contacts are followed up and tracked properly and promptly
• Manage document flow to ensure version control and proper archiving of finished documents.
• Track action items and key issues to closure with a high degree of integrity and accountability.

Cross-Departmental Activities

• Serve as a member of CCI’s retreat planning group and other internal taskforces as needed.
• Identify opportunities to improve workflows, increase efficiency, and enhance the executives’ productivity.
• Address urgent matters, make quick decisions, and resolve issues in the absence of executives.
• Contribute to creating and maintaining an organizational culture that is respectful, values learning, and promotes equity and opportunity.
• Provide back-up support to other staff as needed.
• All other duties as assigned.

Competencies You’ll Need for Success 

• Demonstrated experience managing multiple schedules and calendars.
• Demonstrated experience anticipating needs and solving problems autonomously.
• Experience managing office logistics.
• Strong commitment to and understanding of CCI’s  values.
• Advanced digital literacy and proficiency in workplace technology including Microsoft Office, and software such as Airbase, SharePoint, and Salesforce.
• Experience creating, formatting, and proofreading administrative reports and PowerPoint presentations.
• Excellent organizational skills with the ability to manage complex and highly confidential information, exercising initiative and sound judgment/decision-making with a solution-oriented focus.
• Effective analytical and problem-solving ability.
• Ability to work well and collaboratively with diverse constituents and interface with employees at all levels of the organization, consultants and faculty, funders, program participants and alumni, and partners.
• Effective and professional written and verbal communication skills
• Comfortable working autonomously and reporting to different individuals.
• Interest in the big picture with the ability to pay close attention to details
• Excellent time management skills with the ability to manage multiple tasks and tight deadlines in a clear, level-headed manner
• Nimble and flexible, with the ability to turn work around efficiently and effectively within a short period of time where demands are liable to change quickly.
• Experience in a fast-paced nonprofit or small office environment is a plus.
• Strong interest in personal and professional development; able to give and receive feedback constructively.
• Position involves normal physical requirements for an office position.

Education and Experience  

• Bachelor’s degree
• Minimum of 5-7 years of experience supporting executive staff.

How to Apply

To apply, please submit your cover letter and resume to [email protected].

About Rockefeller Philanthropy Advisors 

Rockefeller Philanthropy Advisors (RPA) accelerates philanthropy in pursuit of a just world. Continuing the Rockefeller family’s legacy of thoughtful, effective philanthropy, RPA is a global nonprofit at the forefront of philanthropic growth and innovation, with a diverse team of 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 has facilitated more than $4 billion in grantmaking to more than 70 countries. RPA currently advises on and manages more than $600 million in annual giving by individuals, families, foundations, and corporations. RPA also serves as a fiscal sponsor for over 100 projects, providing governance, management, and operational infrastructure to support their charitable purposes. rockpa.org | @RockPhilanth

Equal Opportunity Employer

Individuals seeking employment at Rockefeller Philanthropy Advisors are considered without regards to race, color, religion, national origin, age, sex (including pregnancy, childbirth, or related medical conditions), ancestry, citizenship status, gender identity or expression, genetic information, marital or domestic/civil partnership status, physical or mental disability, sexual orientation, veteran status, or any other characteristic protected by law.

• Medical
• Dental
• 401K Employer contribution and Matching
• Short-term and Long-term Disability
• 3 weeks vacation

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