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About the Role
The Mellon Foundation seeks an Executive Assistant for its Communications team to support departmental operations and raise the visibility of the Foundation’s mission, grantees, and story.
Responsibilities
- Assist in the preparation of correspondence, memoranda, presentation decks, and other documents.
- Process, format, and proofread copy for spelling, grammar, layout, and typographical errors.
- Maintain the organization, structure, and cleanliness of the Communications team’s Box folders and files.
- Ensure work-in-progress and master documents are stored electronically on a continual basis.
- Identify and clean up outdated, duplicate, or unnecessary files.
- Manage travel arrangements, including detailed itineraries, confirmations, and advance materials.
- Prepare expense reports and manage/track expenses through the reimbursement process.
- Work closely with the Finance department to create and submit invoices for services, projects, licensing, and honoraria.
- Ensure invoices are tracked and paid.
- Collaborate with counterparts across the Foundation to facilitate scheduling, support meeting planning, events, and other coordinated activities.
- Support the team in maintaining a centralized and reliable source of information for vendor and consultant contacts.
- Use Salesforce to ensure key records for external providers are updated in the database in a timely fashion.
- Perform other administrative and operational tasks as assigned to support the efficiency of the Communications department.
- Calendar meetings, prepare agendas, take meeting notes, and send emails.
- Perform occasional projects including data entry, research, and writing.
Requirements
- Associates or Bachelor’s Degree, plus relevant work history.
- Excellent knowledge of administration, process management, and project management.
- Attention to detail in composing, processing, and proofing materials.
- Ability to establish priorities and meet deliverables with grace and finesse.
- Self-starter, capable of being self-directed and managing through ambiguity while consulting appropriately.
- Experience with data entry and records management.
- Exceptional oral and written communications skills.
- Highly organized with experience trafficking a high volume of tasks.
- Ability to quickly cultivate strong relationships within an organization.
- Ability to manage and coordinate multiple projects and tasks simultaneously with careful attention to detail.
- An interest in the humanities, the arts, and higher education is desirable.
Skills
- Communication (verbal and written)
- Organizational skills
- Judgment
- Adaptability
- Problem-solving
- Clear writing
- Oral communication
- Facility with technology tools
- Strong writing
- Salesforce
- Box.com
- Monday.com
Location
- Manhattan
Work Type
- Temp-to-Perm
- Hybrid
- Part-time (30-35 hours per week)
Experience Level
- Relevant work history
Education Level
- Associates or Bachelor’s Degree
Salary/Compensations
- $109K – $115K USD
Benefits
- Benefits are not eligible until transition to a permanent role.
About the Company
- The Mellon Foundation is a not-for-profit, grant making organization that believes that the arts and humanities are where we express our complex humanity, and that everyone deserves the beauty, transcendence, and freedom to be found there.
- Through its grants, the Foundation seeks 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.
Equal Opportunity
- The Mellon Foundation is committed to building an inclusive workplace where all individuals are treated with dignity and respect.
- Employment opportunities are based on individual qualifications, merit, and organizational need, without regard to race, color, religion, sex (including pregnancy, childbirth, and related conditions), gender identity or expression, sexual orientation, age, national origin, disability, veteran status, or any other characteristic protected by applicable law.
- We welcome applications from qualified individuals of all backgrounds.
- Mellon is committed to access and inclusion for our applicants.
- If you have accessibility requests to support your participation in the hiring process, please let us know at your earliest convenience.
- Mellon is committed to providing compensation that is competitive and equitable within the philanthropic sector.