Executive Assistant to Executive Vice President

About Rockefeller Philanthropy Advisors

Rockefeller Philanthropy Advisors (RPA) is a nonprofit leader managing over $400 million annually in philanthropic giving for individuals, families, corporations, and foundations. Founded in 2002, RPA has facilitated over $3 billion in grantmaking to nearly 70 countries and acts as a fiscal sponsor for more than 120 projects, providing essential governance and operational support to advance charitable objectives globally. RPA's mission is to accelerate philanthropy toward a just world and to uphold the legacy of thoughtful and innovative philanthropic practice.

Role Summary

The Executive Assistant (EA) to the Executive Vice President is pivotal in promoting efficiency for senior leaders by providing superior administrative, logistical, and operational support. Reporting to the Senior Advisor of the Office of the CEO and Board Liaison, this position encompasses managing complex calendars, coordinating meetings and travel, and facilitating seamless communication and information flow among stakeholders. The EA works closely across departments to maintain alignment with strategic priorities, ensuring high professionalism, confidentiality, and accuracy while supporting the Executive Support team’s service-oriented goals.

Key Responsibilities

• Manage executive calendars by scheduling, rescheduling, and prioritizing meetings to align with executive priorities, complete with prep materials and logistics.
• Arrange comprehensive travel plans including flights, accommodation, ground transportation, and contingencies for select stakeholders.
• Prepare and reconcile expense reports using Airbase, ensuring submission and reimbursement procedures are timely.
• Support project and event logistics by coordinating milestones, communications, and records maintenance within systems like CRM and NetSuite.
• Assist with internal and external meeting coordination, including scheduling, agenda preparation, note-taking, and post-meeting follow-up.
• Act as a gatekeeper for executive access, handle communication and document preparation, maintaining clear and aligned interaction with internal and external parties.
• Facilitate meetings, retreats, and social events logistics, including venue scouting and preparation of materials.
• Operate with independence while partnering with senior advisory staff to manage competing priorities and ensure accurate, efficient completion of tasks.

Qualifications and Experience

• Bachelor’s degree or comparable experience is preferred.
• Minimum of 5 years’ experience providing executive-level support, preferably to multiple C-suite leaders within complex, multi-stakeholder environments.
• Preferably 3-4 years’ background supporting executives in the philanthropic or nonprofit sector.
• Advanced proficiency with scheduling and collaboration platforms; extensive knowledge of Microsoft Office and web-based tools.
• Strong organizational, verbal, interpersonal, and written communication skills enabling effective management of competing priorities under deadlines.
• Exceptional discretion, independent judgment, and analytical skills to prioritize sensitive matters impacting CEO and executive leadership.

Travel

Occasional travel may be required to support events, meetings, or on-site engagements.

Commitment to Mission and Values

Candidates should share a dedication to RPA's goals of advancing thoughtful, equitable philanthropy fostering social justice, equity, integrity, trust, and continuous learning.

Compensation and Benefits

RPA offers a competitive salary range from $85,000 to $100,000 per year along with comprehensive benefits including health coverage, retirement plans, paid leave, tuition reimbursement and access to professional growth opportunities.

Equal Opportunity Employer

RPA celebrates diversity and is committed to creating an inclusive work environment fostering belonging and equity.

Application Instructions

Applicants must submit a cover letter outlining interest and qualifications alongside a resume. The position remains open until filled.