Executive Assistant, OCEO

Rockefeller Philanthropy Advisors (RPA) is a nonprofit organization that currently advises on and manages more than $400 million in annual giving by individuals, families, corporations and major foundations. Rockefeller Philanthropy Advisors accelerates philanthropy in pursuit of a just world.

Continuing the Rockefeller family’s legacy of thoughtful, effective philanthropy, RPA remains at the forefront of philanthropic growth and innovation, with a diverse team led by 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, as a whole, has facilitated more than $3 billion in grantmaking to nearly 70 countries. RPA serves as a fiscal sponsor for more than 120+ projects, providing governance, management and operational infrastructure to support their charitable purposes. For more information, please go to www.rockpa.org.

Role Overview

The Executive Assistant (EA) plays a critical role in ensuring the efficiency and effectiveness of the Executive Vice President level.This role will report to the Senior Advisor, Office of the CEO, & Board Liaison.They provide high-quality administrative, logistical, and operational support that enables the assigned Executives to focus on strategic priorities. This role manages day-to-day scheduling, meeting coordination, travel arrangements, and information flow, ensuring the seamless execution of activities aligned with priorities. The EA collaborates across departments to keep stakeholders aligned and informed, upholding the highest standards of professionalism, confidentiality, and accuracy. As a key member of the Executive Support team, the EA contributes to a consistent, aligned, and service-oriented approach to supporting Executive Leaders, while executing administrative tasks that ensure the smooth functioning of the function they support.

Accountabilities

Administration & Operations

Manages core administrative functions by making travel arrangements, preparing expense reports, scheduling meetings and conference calls, and maintaining executive calendars.

• Process and reconcile expenses in Airbase and ensure timely submission and reimbursement.
• Manage complex, high-volume calendars: schedule, reschedule, and prioritize meetings to reflect executive priorities; ensure agenda clarity, prep materials, logistics, and timely follow-ups.
• Arrange end-to-end travel (flights, accommodations, ground, on-site logistics) for select stakeholders, ensuring efficient itineraries and contingency plans.

Project & Event Coordination

Provides support for projects and function specific tasks, including accurate data entry and maintenance of CRM and tracking systems.

• Coordinate logistics, milestones, and stakeholder communications for various projects and special initiatives; surface risks and status updates proactively.
• Provide reliable support for internal and external events and key engagements and maintain accurate records in systems such as NetSuite.
• Assist with meeting coordination, including scheduling, agenda support, preparation, note-taking, and follow-ups.

Executive Support

Provides high-quality executive support by managing access to the executive through thoughtful gatekeeping, and prioritization and preparation of documents, presentations, and correspondence.

• Support communications and logistics (including travel and expenses) with precision and care.
• Coordinate with internal and external stakeholders to ensure clarity, alignment, and timely exchange of information; act as a well-informed point of contact.
• Prioritizes inquiries, information flow, and incoming requests to support timely decision-making and maintain focus on strategic priorities

Meetings/Events Arrangement

Responsible for planning and/or assisting in the coordination of functions such as meetings, retreats, critical events, scouting venues and support the planning of social events.

• Prepare for meetings and presentations by gathering and analyzing materials and/or preparing background summaries.
• Arrange meetings and conferences, varying in size and complexity.

Complexity and Problem Solving

• Operates with strong independence on defined responsibilities while partnering closely with the Senior Advisor on prioritization and escalation.
• Navigates multiple competing priorities and deadlines, switching contex…