Executive Assistant to the General Counsel & Secretary

The Andrew W. Mellon Foundation

Executive Assistant to the General Counsel & Secretary

New York, NY

 

 

The Andrew W. Mellon Foundation (“Foundation”), a non-for-profit organization that makes grants in five core program areas (higher education, museums and art conservation, performing arts, conservation and the environment, and scholarly communications), seeks an Executive Assistant to the General Counsel & Secretary.

 

Position Description:

 

Among the responsibilities, the Executive Assistant:

 Schedules and organizes meetings, travel, and outside activities involving multiple participants in a fast-paced environment.maintains the General Counsel and Secretary’s calendar and interacts with the Board and staff in the day-to-day work of the office Stays abreast of work deadlines and schedules and is proactive in meeting them.Locates documents stored electronically and in paper files on a continual basis.Organizes, prioritizes, and directs large volumes of information and calls.Opens mail, drafts written responses, or replies by phone or email, when needed.Answers phones, takes messages, and fields questions.Establishes, maintains and updates the office filing system, and files regularly.Works both independently and as part of a team on projects.Assists in the preparation of correspondence, memoranda, charts, tables, and legal documents.Assists in the preparation of Board materials.Types, formats and proofreads word processing documents.Proofreads copy for spelling, grammar, layout, and typographical errors.  Prepares expense reports and manages and tracks expenses through the reimbursement process.Manages and collaborates closely with the Administrative Assistant and other staff in the General Counsel and Secretary’s Office.Serves as General Counsel and Secretary’s right-hand assistant

 

Required Skills and Experience:

 

The successful candidates will have the following qualifications:

 Excellent knowledge of secretarial and office administration procedures, the operation of standard office equipment, and proficiency in a variety of computer software applications (Outlook, Microsoft Word, Excel).A high level of communicative and interpersonal skills, and the ability to handle sensitive and confidential matters.  Position continually requires demonstrated poise, tact, sound judgment and diplomacy.Relentless attention to detail in composing, typing and proofing materials, and establishing priorities and meeting deadlines.The ability to manage multiple projects and interruptions with ease and good humor.A strong and proven work ethic, high-energy, and outstanding organization skills. Analytic ability to gather and summarize data.A Bachelor’s degree and 3-5 years administrative or secretarial experience is preferred. 

 

The Foundation is an equal opportunity employer that offers a competitive salary, outstanding benefits and excellent working conditions.

 

Qualified candidates should submit a resume, cover letter and salary requirements to: exeasstgc@mellon.org

 

We will consider each response carefully, but only contact those individuals we feel are most qualified for the position.