Executive Assistant, CPO and CFO

The Rockefeller Foundation • New York, NY

41d • Hybrid

About The Position

The Executive Assistant provides high-level administrative and operational support to the Chief People Officer (CPO) and the Chief Financial Officer (CFO), ensuring seamless coordination of priorities, communications, and activities across the Foundation's HR and Finance teams. Serving as a trusted partner, this role manages complex scheduling, prepares materials for meetings and presentations, supports special initiatives, and handles sensitive information with the highest degree of discretion and professionalism. The Executive Assistant partners closely with colleagues across the organization and with the HR and Finance leadership teams to ensure that operations run smoothly and that key commitments and deliverables are met. This position requires strong judgment, proactive problem-solving, and the ability to anticipate needs in a fast-paced, mission-driven environment.

Requirements

• Generally expected to have at least 3 years of executive-level administrative experience in supporting a senior leader, ideally within a global, mission-driven organization.
• Demonstrated ability to manage multiple priorities, anticipate needs, and exercise sound judgment.
• Excellent organizational and project management abilities; excels at prioritizing tasks and delivering detail-oriented, high-quality work.
• Skilled in handling sensitive and confidential matters with discretion and professionalism under pressure.
• Effective communicator across all levels; builds collaborative relationships and produces clear, professional written and verbal communications.
• High level of proficiency with Microsoft Office Suite and collaboration tools; experience with HRIS, CRM, or ERP systems (e.g., ADP, Salesforce, or NetSuite) is a plus.
• Commitment to the Foundation's mission and values.
• Bachelor's degree preferred.

Responsibilities

• Manage the Chief People Officer and Chief Financial Officer's calendars, schedules, and travel logistics, ensuring optimal time management and preparedness for meetings and events.
• Coordinate internal and external meetings, prepare agendas and materials, and track follow-up actions to ensure timely execution.
• Draft, proofread, and format correspondence, presentations, and reports, including materials for senior leadership and the Board of Trustees.
• Maintain organized records, manage contracts in Salesforce, process expenses, and handle vendor paperwork to ensure smooth administrative operations.
• Anticipate needs; look ahead to potential challenges, prepare solutions in advance; and manage last-minute issues calmly and efficiently.
• Support the preparation, monitoring, and reconciliation of budgets and forecasts for the HR department.
• Work closely with the CPO and CFO in coordinating communications and deliverables for cross-departmental initiatives and organizational projects.
• Build strong working relationships with other administrators and staff to support cross-team coordination and collaboration.
• Handle sensitive information with the highest level of discretion and sound judgment.
• Represent the HR and Finance teams with professionalism and integrity in all internal and external interactions.
• Assist with key projects and initiatives as assigned by the CPO and CFO, including process improvements, events, and internal communications.

Benefits

• The Rockefeller Foundation offers a comprehensive and competitive benefits package that includes health insurance programs, tuition reimbursement and student loan repayment, a generous 401K, parental leave, and various forms of paid time off, all to help our employees feel energized, cared for, and engaged.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Industry: Religious, Grantmaking, Civic, Professional, and Similar Organizations
• Number of Employees: 251-500 employees