Special Assistant

Ford Foundation • New York, NY

36d • $103,000 • Hybrid

About The Position

The Ford Foundation’s Event Strategy and Production (ESP) department seeks an administrative support professional to serve as the Special Assistant (SA). Reporting to the Global Director, Event Strategy & Production, this full-time position will manage the administrative and day-to-day operations of the foundation’s global events team. The SA will assist the Director, help the team work more efficiently and effectively, act as a crucial interdepartmental liaison, and help build, maintain, and refine the team’s systems and processes. Given the department’s multifaceted, fast-moving, and deeply collaborative nature, the SA must possess exceptional project and priority management skills. This role requires outstanding judgment, discretion, and diplomacy when handling urgent or sensitive information, as well as the proven ability to represent the department with professionalism and credibility. While prior experience in event planning is not required, this role offers a fantastic opportunity to contribute to the Ford Foundation’s impactful events and learn from a team of experts in the field. We are a leader in convening a wide range of events and engagements on social justice, and we believe that strategic, well-crafted events are a powerful way to advance our mission and build momentum for change.

Requirements

• College degree plus a minimum of 4 years of experience supporting senior leaders in an administrative, operational, or project management capacity, or equivalent combination of education and work experience.
• Demonstrated ability to manage complex calendars, projects, and workflows with accuracy and discretion.
• Skilled and experienced administrator: able to self-manage and prioritize assignments.
• Exceptional project management skills: proactive, detail-oriented, and ability to prioritize multiple tasks and competing deadlines.
• Strong written, verbal and interpersonal communication skills, including the ability to synthesize information clearly and professionally.
• Comfort in working in a fast-paced department, requiring flexibility and adaptability.
• Proficiency in GSuite, Microsoft Office, and workflow management tools.
• Ways of working and engaging that align with the Foundation’s mission, core values, and commitment to creating a culture of excellence.
• Personal qualities of humility, capacity for self-reflection, and a sense of humor.
• Ability to work flexible hours, early mornings, and late evenings, as needed.

Nice To Haves

• Previous experience working with events and meetings is preferred, but not required.

Responsibilities

• Provide direct administrative and strategic support to the Global Director, managing their complex calendar, travel logistics, and ensuring effective prioritization and follow-through on key initiatives.
• Synthesize key information, prepare presentations, talking points and briefings, and represent the Director in internal and external meetings and initiatives as appropriate.
• Serve as the department’s first point of contact, responding to inquiries from internal and external stakeholders with professionalism and accuracy.
• Manage day-to-day departmental operations, including maintaining team inboxes, files, systems, and key departmental records (e.g., contact lists and databases).
• Lead the coordination, planning, and logistics for internal departmental meetings, retreats, and team-building activities, and managing small-scale internal convenings.
• Manage vendor and contract relationships and lead the processing of all contracts, invoices, and payments in Workday, ensuring compliance with foundation policies.
• Collaborate closely with other administrative and operations staff across the foundation to align workflows, share best practices, and provide coverage support.
• Act as the administrative and compliance lead for all event management, coordinating booking, processing vendor payments, and ensuring timely supplier entry and requests.
• Coordinate and liaise with key foundation departments (e.g., Office of the President, Finance, Legal, Grants Compliance, and Facilities) to ensure alignment, approvals, and compliance with event planning workflows.
• Provide project management support for departmental initiatives, special projects, and process improvement efforts, ensuring clear workflows and communications.
• Coordinate with ESP producers and venue operations on the event intake and review process, maintaining tracking systems and providing updates to program partners.
• Support the execution of foundation events, including day-of responsibilities such as registration captain, talent and guest management, and vendor coordination.
• Act as backup event coordinator with the ability to independently manage small-scale staff and internal-facing meetings and convenings.
• Support research and process improvement projects that enhance ESP’s operations.

Benefits

• Commitment to creating a culture where everyone feels respected
• A hybrid working model and flexible work arrangement policies offer colleagues the opportunity to engage in meaningful ways and the space to maintain a healthy work-life balance
• Professional development and ample opportunities to build your expertise and expand your network
• Comprehensive benefits package designed for your well-being and work-life needs, including medical, dental, and vision benefits effective on your first day
• Generous time off, including personal, vacation, sick, extended holiday time off, and wellness days
• Generous parental leave policy, including birth, surrogacy, adoptive, foster parents, and resources for backup child and elder care that support our colleagues’ ability to attend to family responsibilities
• Comprehensive retirement benefits options (with employee and employer contributions of up to 13%), allowing you to invest in your financial future with confidence

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 251-500 employees