The Team Coordinator serves as an important partner working collaboratively with colleagues and teams across the Foundation. The Team Coordinator knows instinctively and intuitively how to prioritize requests and information to enable their team’s leadership to function to their highest ability. Internally and externally, they are an important ambassador for the Foundation representing the organization as needed.
As a Team Coordinator, you are at the core of your team's operations and activities and are the engine that keeps your team moving forward. You anticipate the needs of your managers and team members and help them stay focused on their projects by resolving operational and administrative issues before they arise. You move quickly with a changing environment and you use the experience that you have acquired throughout your career to strategically support your team's projects. In addition to being agile, organized and analytical, you possess strong business judgment and communication skills needed to interact with a variety of people and job functions. You like to tame chaos while remaining calm and flexible in the face of ever-changing priorities and needs.
Principal Duties and Responsibilities
General Administrative Duties
- Assist in organizing internal and external meetings and events, including:
- Maintaining the calendars for the relevant team leadership
- Coordinating meeting logistics, from electronic needs to food catering
- Interacting directly with attendees
- Troubleshooting, as needed
- Arrange appointments and travel, including complex international travel itineraries and preparing subsequent expense reporting for the MD and team.
- Work as a part of the Innovative Finance team, assist in creating agendas for team meetings and for one-on-one meetings as needed. Serves as the heart of coordination and logistics in the execution of critical administrative duties and responsibilities for the MD, and the Innovative Finance team.
- Actively builds relationships across the Foundation with other key leaders and their senior level administrators, maintain a close and highly responsive partnership with team leadership.
- Assist the MD and other members of the Innovative Finance team in creating high-level presentations and any other documentation required on an ongoing basis. This includes but is not limited to: Board Presentations, budgets and forecasts, complex schedules and events.
- Serve as an active ambassador of the Innovative Finance team inside and outside of the Foundation, contributing to creating a positive values-driven culture that engages managers and staff across the Foundation.
- Work on special projects as directed by the MD and team leadership.
- Facilitate the monitoring and management of the department budget through data entry and the preparation of reports.
- Gather background information for grant memos from various databases, Records Management department, the Internet, and by conducting other basic research.
- Coordinate administrative aspects of consultant contracts.
- Help field external requests for meetings determining whether or not there is a potential fit for the Innovative Finance portfolio.
- Ensure that team is within budget for non-grant/PRI expenses (e.g. external catering).
- Draft emails to grantees or external stakeholders.
- Ensure that internal tracking sheets and databases are up-to-date and support follow-up to grantees/investees.
This position reports to Managing Director, Innovative Finance and receives general supervision from them.
Will not have any direct supervision of any other Innovative Finance team members. However, they will actively oversee and coordinate the communication and work of the MD and Innovative Finance team. Will be required to prioritize important requests and projects and know when to seek direction and advice when needed.
Education, Experience and Skills
- Minimum of four-year undergraduate degree or equivalent work experience.
- Minimum of 3 years of executive level administrative experience in supporting an Executive Leader is required.
- Direct experience managing complex and continuously shifting calendars in an evolving organization and work environment.
- Direct experience in managing sensitive and confidential matters with a high level of professionalism and grace under pressure is strongly preferred.
- Work effectively both independently, as well as, in a team-oriented, collaborative and collegial environment.
- Has the ability to identify, prioritize and manage agendas, employee communications, high-level presentations and documents for a fast-moving, ever changing department and leadership challenge.
- Has excellent interpersonal skills and is effective in developing positive and productive relationships with all levels of staff and management across the organization.
- Proven experience working effectively as part of a team and autonomously.
- Proven excellent project management and organizational skills with a demonstrated ability to deliver high quality, accurate work on time.
- Has experience within a highly collaborative, dynamic organization and in an entrepreneurial environment where building policies, program and processes are necessary. Demonstrated technical proficiency with Outlook, MS Word, Excel, Power Point, Internet search skills, and ability to learn new applications quickly.
- Minimal travel is required both internationally and domestically.
Qualifications and Competencies
- Communication: Excellent interpersonal abilities; outstanding listening skills, writing and verbal skills; ability to be discrete. Awareness of reputation, positioning and brand management.
- Partnership and Relationship Building: Sensitive to organizational culture, internal and/or external ambassador, strong professional representation of the Foundation. Strategic partnership building, adaptable and flexible. Commitment to The Rockefeller Foundation's mission and core values.
- Strategy: Highly strategic mindset with ability to identify and prioritize what’s important in any project, demonstrates innovative approaches to work, ability to organize chaos into coherent plan.
- Project Management: High operational and project management ability; proactive. Sound, mature judgment, integrity, and respect for others.
- Decision-Making: Analytical and strong problem-solving abilities, takes initiative, drives for results, ability to prioritize work, communicates problems and proposes solutions, as appropriate.
- Execution: Strong project management skills; meets deadlines; ability to multi-task and work under pressure; detail oriented. Sense of urgency and responsibility, flexible work style; a self-started who can work independently as well as in and across teams.
- Passion and Optimism: Deep enthusiasm for the mission and people of the Foundation; entrepreneurial energy around connecting an engaged staff with the overall impact of the Foundation’s work.
- Creative Problem Solving: Ability to creatively solve problems, anticipate needs and effectively troubleshoot challenges.
The Rockefeller Foundation is committed to the principles of equal employment opportunity and to compliance with all federal, state, and local laws concerning employment discrimination, including the Americans with Disabilities Act. To this end, the Foundation ensures equal opportunity to all employees and applicants regardless of race, color, age, gender, sexual orientation, religion, marital status, national origin or ancestry, citizenship, lawful alien status, physical, mental, and medical disability, veteran status or liability for service in the United States Armed Forces.
The Rockefeller Foundation is an Equal Opportunity Employer.