Executive Assistant

The Andrew W. Mellon Foundation • New York, NY

254d • $115,000 - $125,000

About The Position

The Mellon Foundation (“Foundation”) is a not-for-profit, grant making organization that believes that the arts and humanities are where we express our complex humanity, and we believe that everyone deserves the beauty, transcendence, and freedom to be found there. Through our grants, we seek to build just communities enriched by meaning and empowered by critical thinking, where ideas and imagination can thrive. The Foundation makes grants in four core program areas - Higher Learning, Arts and Culture, Public Knowledge, and Humanities in Place - and through its signature Presidential Initiatives. The Foundation seeks an Executive Assistant for the Office of the President (OOP). The OOP is responsible for the direct administrative and strategic support of the President's vision, in coordination and strategic partnership across the Foundation. The OOP is responsible for the President's schedule, communications, and travel; project management of cross-functional initiatives, projects, and events; and acting as a crucial liaison between the President, the Foundation, and external stakeholders.

Requirements

• Full-time experience in a fast-paced, high-volume office environment and administrative experience is required
• Excellent written and oral communication skills
• Utmost discretion in handling sensitive and confidential matters
• Relentless attention to detail in composing, processing, and proofing materials
• Experience effectively establishing priorities and meeting deliverables with grace and finesse
• An orientation toward self-starting, proactive anticipation of team needs, and creative problem solving
• Capacity to manage multiple projects and interruptions with clear prioritization
• Proven ability to work well across all levels of an organization
• Willingness to learn from mistakes
• Excellent knowledge of office administration procedures and the operation of standard office equipment, systems, and programs
• A deep understanding of the Microsoft Office Suite, particularly Excel, PowerPoint, and Word, and the ability to learn new applications quickly
• A high degree of competency developing and maintaining project plans and using project management software. Familiarity with Monday.com or other project management tools is a plus

Nice To Haves

• Demonstrated interest in the arts, humanities, and humanistic social sciences and/or commitment to social justice and cultural equity is desirable

Responsibilities

• Manage the administrative needs of the COS
• Schedule and organize a heavy calendar of continually evolving meetings involving multiple participants in a fast-paced environment, including departmental scheduling needs
• Create materials for meetings as requested by the COS, and otherwise ensure the COS has necessary meeting materials and agendas
• Manage travel arrangements for the COS, ensuring detailed itineraries are accounted for, confirmations are maintained, and advance materials are coordinated
• Organize, answer, and direct written correspondence and calls as requested
• Track meeting agendas, follow ups, and logistics
• Track and manage expenses and prepares reports for the COS
• Plan and execute select OOP-led activities both on and off site, including senior staff meetings and retreats, team retreats, and team visits
• Project manage and provide administrative support and coordination for OOP events, including speaker logistics and communications, inter-departmental coordination, honoraria and other payments, processing invoices
• Coordinate guest management for OOP-organized convenings, seminars, and events
• Manage deadlines across the Foundation for OOP-driven projects, including the Senior Leadership Team, ensuring delivery of work product necessary for the work of the OOP moves forward in a timely manner
• Proactively research, develop, and implement systems for continual improvement of processes within the OOP
• Manage deliverables, timelines, and materials related to the Senior Leadership team in support of the COS
• Maintain project documentation and team files for OOP-driven efforts
• Manage scheduling, note taking, and action items for all OOP internal meetings including recording and synthesizing action items, including recap memos, statements of work, and project scopes
• Track operational expenses related to the Office of the President, helping the COS manage the department's operational budget
• Serve as liaison and hub for the team
• Back up administrative support to the Executive Vice President and Chief Operating Officer as needed

Benefits

• Generous total reward package that includes base salary and a comprehensive benefits program
• Excellent working environment
• Competitive and equitable compensation within the philanthropic sector

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Professional, Scientific, and Technical Services