Position Overview

The Executive Assistant (EA) provides high-level administrative and operational support to the General Counsel (GC) and the Legal, Ethics & Governance (LEG) team. This role enables the GC to operate effectively as a strategic advisor to Foundation leadership and the Board of Trustees, while also supporting the Deputy GC and other attorneys within LEG with travel coordination, scheduling, expenses, and key operational processes. This role requires exceptional discretion, sound judgment, strong organizational skills, and the ability to manage sensitive and confidential matters with professionalism in a fast-paced, mission-driven environment.

Pay Range: $90,600 – $106,400. This represents the present low and high ends of the Foundation’s pay range for this position. Actual pay will vary based on various factors, including but not limited to experience.

Work Schedule: This role is on a hybrid work schedule, and required to be in the office on Mondays, Tuesdays, Wednesdays, and Thursdays.

Principal Duties and Responsibilities

• Provide comprehensive administrative support to the General Counsel, including managing and prioritizing workflows, tracking action items, and ensuring timely follow-up.
• Manage the General Counsel’s complex calendar, coordinating internal and external meetings across time zones and resolving scheduling conflicts.
• Arrange domestic and international travel, prepare detailed itineraries, and process expenses accurately and timely.
• Prepare briefing materials, presentations, background documents, meeting minutes, and follow-up summaries for senior leadership, Board, and external engagements.
• Anticipate needs, identify potential issues, and proactively implement solutions in a fast-paced, high-discretion environment.
• Coordinate travel, scheduling, and expense reporting for attorneys within Legal, Ethics & Governance (LEG).
• Support onboarding logistics, team meetings, retreats, and cross-functional engagements, including preparation of materials and tracking follow-ups.
• Serve as a primary point of contact for internal and external stakeholders engaging with the GC, Deputy GC, and attorneys, ensuring professional and timely communication.
• Maintain organized and secure filing systems for legal documents, contracts, governance materials, and Board records in accordance with Foundation policies.
• Facilitate contract routing, signature processes (including electronic signatures and notary coordination), and assist with regulatory and governance documentation.
• Track deadlines, compliance deliverables, and key obligations to support operational excellence within LEG.
• Contribute to process improvements and administrative efficiencies across the team.
• Perform additional duties as assigned, demonstrating flexibility and sound judgment.

Education, Experience, and Skills

• Minimum of 3 years of executive-level administrative experience supporting a senior leader, ideally within a legal department, law firm, or global, mission-driven organization.
• Experience in managing complex calendars, coordinating meetings across time zones, and prioritizing time for executives; proficient in coordinating international travel and managing logistics
• Experience supporting legal processes such as contract routing, document management, invoicing, and signature facilitation strongly preferred.
• Skilled in handling sensitive and confidential matters with discretion and professionalism under pressure.
• Strong organizational and project management abilities; excels at prioritizing tasks and delivering detail-oriented, high-quality work in a complex, fast-paced environment.
• Effective communicator across all levels; builds collaborative relationships and produces clear, professional written and verbal communications.
• Technically adept with Microsoft Office Suite, CRM platforms, and other administrative software; experience with Salesforce and artificial intelligence tools is a plus.

Competencies

• Action Oriented: Takes on new opportunities and tough challenges with a sense of urgency, high energy, and enthusiasm.
• Collaborates: Builds partnerships and works collaboratively with others to meet shared objectives.
• Manages Complexity: Makes sense of complex, high quantity, and sometimes contradictory information to effectively solve problems.
• Nimble Learning: Learns through experimentation when tackling new problems, using both successes and failures as learning fodder.
• Strategic Mindset: Sees ahead to future possibilities and translates them into breakthrough strategies.

About The Rockefeller Foundation

The Rockefeller Foundation is a pioneering philanthropy built on collaborative partnerships at the frontiers of science, technology, and innovation that enable individuals, families, and communities to flourish. We make big bets to promote the well-being of humanity in food, health, energy, and finance, including through our public charity, RF Catalytic Capital (RFCC). For more information, sign up for our newsletter at www.rockefellerfoundation.org/subscribe and follow us on X @RockefellerFdn and LinkedIn @the-rockefeller-foundation.

The Rockefeller Foundation offers a comprehensive and competitive benefits package that includes health insurance programs, tuition reimbursement and student loan repayment, a generous 401K, parental leave, and various forms of paid time off, all to help our employees feel energized, cared for, and engaged.

As an organization, we focus on six values to advance our culture and continue our success. We are dedicated to being Transparent, Optimistic, Accountable, Collaborative, Trusted, and Equitable. We expect all employees at the Foundation to contribute by developing their unique perspectives and talent, challenging conventional wisdom through evidence and reason, and amplifying marginalized voices.

The Rockefeller Foundation is committed to the principles of equal employment opportunity and compliance with all federal, state, and local laws concerning employment discrimination, including the Americans with Disabilities Act. To this end, the Foundation 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, liability for service in the United States Armed Forces, or any other protected status.

The Rockefeller Foundation is an Equal Opportunity Employer.