Executive Assistant

The application deadline is on May 1st. Please submit both a resume and a cover letter to be considered.

ABOUT THE OPPORTUNITY

The Ford Foundation seeks two Executive Assistants (EA) to provide high-level strategic administrative support to two members of the Executive Leadership Team (ELT): the Executive Vice President of Programs (EVP) and the Vice President & Chief Legal Officer (CLO). The EA is a highly organized and effective administrator who acts as a representative of their team and the Foundation at the highest level. They manage heavy scheduling, calendar management, and coordinate domestic and international travel planning, while also facilitating daily planning, processes, and budget and expense tracking.

The EA for the EVP works closely with senior colleagues who report to the Office of the EVP and collaborate with colleagues across the Foundation to facilitate forward planning. They additionally act as a liaison, guide, or advisor on current Foundation administrative procedures and policy, actively prioritizing and moving work forward on behalf of the Office of the EVP.

Reporting to the Director, Board & Legal Operations, the EA for the CLO will work closely with staff on the legal services, grants compliance and board management teams, and with staff on teams throughout the foundation. In addition to providing administrative support to the CLO, they will provide administrative support for board management, under the direction of the Director, Board & Legal Operations, and in partnership with the Trustee Liaison.

HOW YOU WILL CONTRIBUTE

• Provides core support to the Vice President, facilitating the daily planning and processes for the office. Takes on special projects and other tasks as needed.
• Proactively manages and accurately maintains Google calendars and scheduling commitments for internal, external, and virtual meetings.
• Plans and coordinates logistics for on-site and off-site meetings, provides support during meetings as necessary, and provides appropriate meeting follow-up.
• Prepares and manages domestic and international travel itineraries; manages related logistics and coordinates all appropriate follow-up.
• Initiates, submits, and tracks expense documentation.
• Prepares reports for internal and external meetings and conferences utilizing approved Foundation applications.
• Manages and responds to inquiries, maintaining appropriate records, paying particular attention to accuracy and time-sensitive inquiries.
• Assists with the input of contracts, invoices, and requisitions as required.
• Assists with document production and coordination as needed for Board of Trustees meetings and preparation.
• Liais with facilities, IT/AV, catering, mail room, and other departments to facilitate related inquiries and requests.
• Develops and maintains a deep understanding of the Foundation’s operations and activities to function at the highest level as a senior member of the Foundation’s administrative team.
• Maintains appropriate Foundation operational records in appropriate print and digital formats, paying particular attention to key and confidential documents and record retention policies.
• Routinely coordinates within the EA cohort to share knowledge and information that supports and strengthens workflow across the VP team. Supports onboarding systems to ensure smooth transitions for newly hired EAs.
• May be required to help monitor or coordinate absence coverage and workflow coordination between the division’s administrative team.

WHAT YOU WILL NEED

• College degree plus a minimum of three years of work experience or equivalent combination of education and work experience.
• Ability to manage complex calendars, tasks and projects with accuracy.
• Experience managing administrative processes in a complex, fast-paced environment.
• Experience with GSuite, Microsoft Office, and workflow management tools.
• Proficiency in using information management systems and online databases for comprehensive information retrieval and data management.
• Ability to self-manage, prioritize work assignments, and handle confidential information with discretion.
• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• 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.

PHYSICAL DEMANDS

This position is primarily a sedentary role. However, the person in this position may need to occasionally move about inside the office to liaise with internal staff, access files, office machinery and a copy machine/printer.

The Ford Foundation is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its programs, and operations. As part of this commitment, the Foundation will ensure that persons with disabilities are provided reasonable accommodations. If a reasonable accommodation is needed to participate in the job application process, please contact [email protected].

SALARY: The Ford Foundation is committed to practicing salary transparency. The starting salary for this position is $100,000. We review global compensation on a regular basis to ensure market competitiveness and equity. The hiring range for this position has been carefully crafted in alignment with the market.

LOCATION: This position is based in the foundation’s New York office. We operate in a hybrid model and require staff to be in the office three days per week.

WORK AUTHORIZATION: This position is not eligible for employment visa sponsorship now or in the future. All candidates must be legally authorized to work in the United States.

EMPLOYMENT TYPE: Permanent