Executive Assistant for Senior VP, Global Resilience Practice & VP, Global External Affairs

Location: New York, NY

Type: Full Time

Min. Experience: Experienced

ABOUT THE ORGANIZATION

100 Resilient Cities – Pioneered by The Rockefeller Foundation (100RC) is dedicated to helping cities around the world be better prepared for, and quickly rebound from, 21st century shocks and stresses. Our program works with 100 member cities from around the globe for whom it provides four kinds of value: 1) Financial and other support for putting in place a new city resilience leader, the Chief Resilience Officer; 2) Support for development of a robust city resilience strategy; 3) Management of a peer-to-peer network of member cities who can learn from and help each other; and 4) Connections to solutions, service providers, and other partners who can help cities implement their resilience projects. 100RC seeks to increase awareness of the importance of resilience thinking, to catalyze a new community of urban resilience practitioners, and to spur the growth of a robust ecosystem of resilience-focused solutions and solution providers.

ABOUT THE ROLE

The Executive Assistant is responsible for a wide-range of administrative functions requiring the highest levels of accountability and confidentiality. The Executive Assistant will provide scheduling, logistical, and administrative support to the Senior VP, Global Resilience Practice and VP, Global External Affairs. This position represents the office in a discreet, professional manner at all times to the press, the general public, and others, and is a linchpin to effective and seamless coordination with staff internally. 

Initial Responsibilities include but are not limited to:

  • General administrative & office management duties, and serving as key liaison to Operations Team
  • Team member coordination both online and offline
  • Book and manage all travel arrangements to include accommodation, relevant visas and itineraries
  • Manage team calendars and work collaboratively with peers to coordinate the team’s participation in organization-wide meetings and events. (Must be aware of larger organizational impacts when coordinating and scheduling; will be part of an international team with four offices and many stakeholders.)
  • Process and manage corporate and personal expense claims within the deadlines set forth 
  • Support the VPs with prompt and diplomatic correspondence to external parties
  • Extremely proactive with a high degree of aptitude for complexity in scheduling, organizing, and managing meetings, following up on and tracking action items
  • Availability and flexibility for an operation that runs 24/7
  • Logistical and planning support for events
  • Support taking and summarizing notes for team meetings and events 
  • Additional research and coordination tasks as need be

Desired Qualifications and Experience

  • Bachelor’s degree or equivalent experience required
  • Exceptional organization skills and attention to detail
  • Experience in establishing priorities and meeting deadlines. Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands and remain flexible as priorities arise.
  • Ability to recognize the things that need to be done and take initiative while exercising excellent judgment. Provides clear options and alternatives when choices and decisions need to be made.
  • Excellent interpersonal skills and strong communications skills including written briefings and formal correspondence. Ability to verbally synthesize, summarize and brief with clear recommendations.
  • Ability to interface with diplomacy, sensitivity and professionalism with senior global executives and officials
  • Proficient in Microsoft Office (Word, PowerPoint, Excel), Outlook, and Salesforce; Willingness to learn other software as the organization evolves
  • Strong internet research skills
  • Experience in booking and managing domestic and international travel preferred
  • Proactive individual who looks for solutions and anticipates needs for the team they support in a fast paced and dynamic environment
  • Strong sense of discretion and trust; good judgement to take initiative to perform tasks.
  • Strong commitment to teamwork, and a good sense of humor.
  • An ability to maintain composure in a rapidly moving environment with a keen understanding of non-verbal communication and the flexibility to adapt to different personalities and cultural standards.
  • Fluent in English. Additional fluency in one of the languages 100RC operates in is a plus.
  • Must have work authorization in the USA.

 

100 Resilient Cities is an Equal Opportunity Employer

100 Resilient Cities is committed to the principles of equal employment opportunity and to compliance with all federal, state, and local laws concerning employment discrimination, including the Americans with Disabilities Act. To this end, 100 Resilient Cities ensures equal opportunity to all employees and applicants regardless of race, color, age, gender, sexual orientation, religion, marital status, national origin or ancestry, citizenship, lawful alien status, physical, mental, and medical disability, veteran status or liability for service in the United States Armed Forces.

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