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About the Role

The Ford Foundation seeks a Special Assistant to provide scheduling, travel, and logistical support for the Board of Trustees and administrative support to the Vice President, Chief Legal Officer and Secretary (CLO). This high-visibility role requires strong administrative and organizational skills, judgment, discretion, and executive presence.

Responsibilities

Owns heavy scheduling for Board of Trustees, Committee, and other Trustee-related meetings.
Coordinates Trustee travel to New York and off-site Board meetings.
Serves as a day-to-day point of contact for Trustees and their assistants on scheduling and travel logistics.
Performs administrative duties related to trustee meetings, including collecting materials and posting them to the board portal.
Coordinates with AV and events teams to ensure all logistics are managed for meetings.
Reviews Trustee expense reports and related vendor invoices for accuracy and policy compliance.
Handles confidential, sensitive material related to the Board of Trustees, exercising a high degree of discretion.
Provides core support to the CLO, facilitating daily planning and processes.
Takes on special projects and other tasks as needed for the CLO.
Proactively manages and accurately maintains Google calendars and scheduling commitments.
Plans and coordinates logistics for on-site and off-site meetings, provides support during meetings as necessary, and provides appropriate meeting follow-up.
Prepares and manages domestic and international travel itineraries; manages related logistics and coordinates all appropriate follow-up.
Initiates, submits, and tracks expense documentation for the CLO.
Prepares materials for internal and external meetings and conferences as needed.
Manages and responds to inquiries on behalf of the CLO, maintaining appropriate records.
Liaises with facilities, IT/AV, catering, mail room, and other departments to facilitate related inquiries and requests.
Develops and maintains a deep understanding of the Foundation's operations.
Maintains appropriate operational records in print and digital formats.
Coordinates within the administrative/EA cohort to share knowledge and strengthen workflow.
Supports onboarding for newly hired administrative staff.
May help monitor or coordinate absence coverage and workflow across the division's administrative team.

Requirements

4+ years of experience supporting senior executives, ideally including exposure to board or governance operations.
A high level of attention to detail, particularly with board materials, legal documents, and trustee-facing communications.
Exceptional judgment and comfort and confidence interacting directly with Trustees and senior leadership.
Demonstrated discretion in handling highly confidential legal and governance material.
Ability to manage complex, competing calendars and priorities across multiple principals with accuracy.
Experience managing administrative and logistical processes in a complex, fast-paced environment.
Extensive experience developing and managing domestic and international travel itineraries.
Experience with expense processing, vendor invoice review, and budget tracking.
Excellent written and verbal communication skills; ability to communicate with clarity, tact, and diplomacy.
Comfort operating in an environment where processes are still being built, with the judgment to help design and refine them.
Proficiency in using information management systems and online databases for comprehensive information retrieval and data management.
Personal qualities of humility, capacity for self-reflection, and a sense of humor.
Ways of working that align with the Foundation's mission, core values, and commitment to a culture of excellence.
Must be legally authorized to work in the United States.

Skills

GSuite
Microsoft Office
Workflow/collaboration tools
AI to improve productivity (a plus)

Location

New York

Work Type

Hybrid
Permanent

Experience Level

4+ years of experience supporting senior executives

Education Level

Bachelor's degree or equivalent relevant experience

Salary/Compensations

$103,000

Benefits

Medical benefits effective on your first day
Dental benefits effective on your first day
Vision benefits effective on your first day
Generous time off, including personal, vacation, sick, extended holiday time off, and wellness days
Generous parental leave policy
Resources for backup child and elder care
Comprehensive retirement benefits options (with employee and employer contributions of up to 13%)

About the Company

The Ford Foundation is committed to practicing salary transparency.
We review global compensation on a regular basis to ensure market competitiveness and equity.
The hiring range for this position has been carefully crafted in alignment with the market.
We operate in a hybrid model and require staff to be in the office three days per week.
Commitment to creating a culture where everyone feels respected
A hybrid working model and flexible work arrangement policies offer colleagues the opportunity to engage in meaningful ways and the space to maintain a healthy work-life balance
Professional development and ample opportunities to build your expertise and expand your network
Learn more about what it's like to work at the Ford Foundation.

Equal Opportunity

The Ford Foundation is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its programs, and operations.
As part of this commitment, the Foundation will ensure that persons with disabilities are provided reasonable accommodations.
Equal employment opportunity and having a diverse staff are fundamental principles at The Ford Foundation, where employment and promotional opportunities are based upon individual capabilities and qualifications without regard to race, color, religion, gender, pregnancy, sexual orientation/affectional preference, age, national origin, marital status, citizenship, disability, veteran status or any other protected characteristic as established under law.
The Ford Foundation does not discriminate against formerly incarcerated individuals.