Executive Assistant, General Counsel

The Rockefeller Foundation•New York, NY

20h•Hybrid

About The Position

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.

Requirements

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
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

Nice To Haves

Experience supporting legal processes such as contract routing, document management, invoicing, and signature facilitation strongly preferred.
Experience with Salesforce and artificial intelligence tools is a plus.

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.