Executive Assistant, Presidential Initiatives
3 weeks ago
**Mellon Foundation**
**Executive Assistant | Presidential Initiative**s**
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 an Executive Assistant for our Presidential Initiatives team.The Foundation’s Presidential Initiatives support a wide range of creativity, culture, and knowledge production and dissemination in defined topical areas. Our three current initiatives are grounded in the arts and humanities and address some of the most pressing issues of the day. Across our grantmaking, we partner with organizations, governments, and community-based groups to advance projects that elevate multivocal perspectives, facilitate creative expression, and nurture human potential.Specifically, the Presidential Initiatives portfolio includes three defined initiatives:
- The Monuments Project, a five-year, $500 million commitment to transform the United States commemorative landscape;
- A multi-year effort to build sustainable cultural infrastructure in Puerto Rico, through which we have made over $50 million in grants since 2018; and
- Imagining Freedom, our newest initiative, which seeks to harness the power of the arts and humanities to counter the dehumanization, isolation, and invisibilization of the country’s criminal legal system so that we can together imagine new approaches to harm.
The Office of the President also shepherds a handful of exploratory or discretionary grants each year.**Position Summary**Position Description**:
Responsibilities may include, but will not be limited to, the following:
- Collaborate with the MSIP to plan and/or coordinate key meetings involving executive leadership, cross-functional teams, grantees and other external stakeholders
- Partner with the MSIP to develop presentations, reports, spreadsheets, and other meeting materials intended to support strategic planning
- Proactively research, develop, and implement systems for continual improvement of information flow for the MSIP
- Manage the daily calendar for the Senior Program Advisor
- Prepare expense reports and manage and track expenses throughout the reimbursement process for the Senior Program Advisor
- Record and synthesize action items related to internal strategy meetings and strategic projects, including recap memos, statements of work, and project scopes
- Coordinate guest management for convenings, seminars, and events related to the Initiative
- Communicate key grant-related deadlines to the Presidential Initiative’s administrative team
- Track operational expenses related to the Office of the President
- Generate data reports and create PowerPoint decks concerning Presidential Initiatives grantmaking
- Field and facilitate responses to cross-functional requests for grantee lists
- Collaborate with finance and other administrative staff to ensure: (1) consultants and other external collaborators are properly contracted and compensated; and (2) requisite documentation is collected.
**Qualifications**:
- Full-time experience in a fast-paced, high-volume office environment and administrative experience is helpful.Applicants should possess:
- Rigorous attention to detail
- Excellent written and oral communication skills
- Ability to handle sensitive and confidential matters discreetly
- Excellent knowledge of office administration procedures and the operation of standard office equipment, systems, and programs
- An orientation toward self-starting, proactive anticipation of team needs, and creative problem solving
- Demonstrated interest in the arts, humanities, and humanistic social sciences is desirable
- Commitment to social justice and cultural equity
- Spanish language proficiency preferred but not requiredPlease note that Mellon maintains a hybrid work schedule, with three days per week in person at the Foundation’s Manhattan offices.-
The Foundation will consider each response carefully, but only contact those individuals it believes are most qualified for the position.
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