Senior Executive Assistant

Mellon Foundation

Senior Executive Assistant

The Mellon Foundation ("Foundation") believes that the arts and humanities are where we express our complex humanity, and we believe that everyone deserves the beauty, transcendence, and freedom to be found there. Through our grants, we seek to build just communities enriched by meaning and empowered by critical thinking, where ideas and imagination can thrive. The Foundation makes grants in four core program areas - Higher Learning, Arts and Culture, Public Knowledge, and Humanities in Place - and through its signature Presidential Initiatives.

The Foundation seeks a Senior Executive Assistant in the Finance team.

Position Summary:

Mellon Finance provides central financial stewardship and services in support of the notable work undertaken by the Foundation. The team strives to build operational excellence and compliance capabilities that enable the Foundation to fulfill its mission and goals. Mellon Finance is comprised of budget and financial planning, financial reporting and operations, procurement, investment accounting, tax, risk management, internal audit and treasury.

The Chief Financial Officer ("CFO") is seeking a thoughtful, experienced, and results oriented Senior Executive Assistant with well-honed communication competencies (verbal and written), organizational skills, and excellent judgment. The work is detail oriented, time sensitive, and often involves confidential information. The successful candidate will need to be adaptable, timely, proactive, discreet, and measured. They will need to be an adept problem-solver, resourceful, and an exceptionally clear written and oral communicator. Project management skills are required, as is good humor, flexibility, and a desire to be part of a dynamic and collegial team.

Position Description:

The Senior Executive Assistant is a full-time position that reports to the CFO and works collaboratively across the Finance department as well as with staff throughout the Foundation. Responsibilities may include, but will not be limited to the following:

Executive Support

• Provides comprehensive administrative support to the CFO and the senior finance team, including managing complex calendars, scheduling meetings, and coordinating travel arrangements.

• Ensures the CFO is prepared for each day, including gathering materials and/or creating materials for internal/external meetings, as requested. Serves as the CFO's right-hand assistant.

Communication Management

• Serves as the primary point of contact between the finance leadership and internal/external stakeholders, managing communications, screening calls, and prioritizing correspondence.

Meeting Coordination

• Organizes and prepares materials for finance-related meetings, including agendas, financial reports, presentations, and documentation. Records meeting minutes and ensures follow-up on action items.
• Coordinates logistics for finance-related events, meetings, conferences, and executive engagements.

Project Management

• Assists in the planning, execution, and tracking of finance projects and board materials, ensuring deadlines are met and that financial and operational goals are achieved.
• Works both independently and as part of a team to track projects; handles matters expeditiously, proactively, and follows through to successful completion.

Document Preparation

• Drafts, edits, and proofreads financial documents, reports, presentations, and communications, ensuring accuracy and adherence to organizational standards.

Confidentiality

• Handles sensitive financial information with the utmost confidentiality and discretion, maintaining the integrity of the Finance Department.

Travel and Expense Management

• Arranges travel itineraries and accommodations for finance executives, and manages expense reporting processes with accuracy and timeliness in accordance with Foundation's policies.
• Processes invoices for Finance department, tracks budget to actual expense for related projects.

Office Management

• Oversees administrative functions related to the finance office, including working with Office services to order supplies, sorts and distributes department mail.
• Maintains offsite storage through vendor to ensure retention compliance for all financial documents. Regularly updates records and discards files that are past their expiration.
• Other duties as assigned.

Qualifications:

Applicants should possess:

• 10+ years of C-suite experience, preferably in the finance arena;
• Excellent organizational, time management and multi-tasking skills
• Strong verbal and written communication skills, keep attention to details.
• Ability to work independently, manage multiple priorities, and meet tight deadlines in a fast-paced environment.
• High level of professionalism, discretion, and the ability to handle confidential financial information.
• Strong problem-solving skills and the ability to anticipate the needs of the finance leadership team.
• Superior proficiency in a variety of computer software applications (including Outlook, Microsoft Word, Excel, PowerPoint)
• Ability to demonstrate sound judgment and diplomacy.

• Experience developing and maintaining project plans and using project management software. Familiarity with Monday.com or other project management tools is a plus.
• An orientation toward proactive anticipation of team needs and creative problem solving.

Mellon Foundation is an equal opportunity employer. Mellon offers a generous total reward package that includes base salary and a comprehensive benefits program, as well as an excellent working environment. Mellon is committed to providing compensation that is competitive and equitable within the philanthropic sector. The estimated annual salary range for this role is $120,000 - 145,000. The amount of pay offered will be determined by several factors, including but not limited to qualifications, unique skills, credentials, or experience that is expected to impact the candidate's contribution to the role. We will also consider market data as well as the Foundation's internal pay equity framework.

Please note that Mellon maintains a hybrid work schedule, with three days per week in person at the Foundation's Manhattan offices.

Candidates should apply by submitting a cover letter describing fit for the position and a resume to [redacted] by September 17, 2024.

The Foundation will consider each response carefully, but only contact those individuals it believes are most qualified for the position.