Presidential Special Projects and Research As

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. It makes grants in four core program areas (Higher Learning, Arts and Culture, Public Knowledge, and Humanities in Place), as well as through signature initiatives in the Office of the President. It seeks a Presidential Special Projects and Research Assistant for the Office of the President.

Summary:

The Foundation is seeking a thoughtful, experienced, results-oriented, and congenial assistant with well-honed communication competencies (verbal and written), organizational skills, and excellent judgment to report to the Manager of Presidential Special Projects and Research in the Office of the President. The work is detail-oriented and time-sensitive, and the individual in this role will need to be proactive, adaptable, timely, discreet, measured in manner, sensitive both to the priorities and to the circumstances of the moment, and adept at problem-solving. This role will have direct access to highly confidential information and will require the utmost discretion and care at all times.

Responsibilities:

The Presidential Special Projects and Research Assistant is a full-time position that reports to the Manager of Presidential Special Projects and Research and works collaboratively with other members of the Office of the President as well as staff throughout the foundation. The Foundation has adopted a hybrid work model and staff is currently expected to work in the office, located in New York City, Tuesdays, Wednesdays, and a third day of their choosing. Staff has the option of working remotely the other two workdays each week.

The Assistant's responsibilities may include, but will not be limited to assisting in:

• Briefings (65% of workload)
  • Coordinates and prepares briefings for the President for internal and external meetings, internal and external speaking engagements (including media appearances), and travel by assembling necessary information and background from multiple sources
  • Rigorously and regularly monitors President’s calendar and commitments to establish briefings needs and set and meet briefings deadlines
  • Regularly consults with the Manager of Presidential Special Projects and Research to determine where and from whom to solicit necessary information and context
  • Regularly coordinates with Senior Executive Assistants to ensure logistical details for all presidential activities are up-to-date in briefings
  • Utilizes the grants management system (Fluxx), analyzes grantmaking and grantees to provide background context for briefings 
  • Conducts basic desk research to provide background context for briefings 
  • Conducts basic desk research on cultural and academic events to inform travel planning
  • Maintains organizational structure of briefing materials and ensure appropriate access

• Administrative Support for Executive Programming, including annual Board of Trustees Learning Trips (25%)
  1. Provides administrative support for executive programming (both in-person and virtual) run out of the Office of the President (i.e., guest speakers, office open houses, private dinners, etc.)
  2. Drafts speaker invitations as assigned
  3. Assembles draft guest lists, in consultation with the Manager of Presidential Special Projects and Research and other members of the Office of the President 
  4. Coordinates attendee and registrant information with Events team members
  5. Manages logistics for small scale internal events as assigned 
  6. Assists with day-of event staffing needs as assigned 
  7. Provides additional support and assistance to the Events team members as assigned (Office of the President events only) 
• Create and maintain project management boards, timelines, and deliverables in Monday.com (5%)
• General administrative support to the Manager of Presidential Special Projects and Research (10%)
  1. Assist with projects such as, but not limited to, pending cloud file migration and presidential archives inventorying and maintenance

Qualifications:

The successful candidate will have the following qualifications:

• A high level of communicative and interpersonal skills, and the ability to handle sensitive and confidential matters with utmost discretion
• Excellent writing skills, including a highly professional and congenial e-mail presence and voice 

• Relentless attention to detail in composing, typing and proofing written materials
• Strong analytical skills, able to identify and anticipate needs and to build briefing materials around them; 

• Works both independently and as part of a team on projects; handles matters expeditiously, proactively, and with follow-through to successful completion
• Self-motivation, and the ability to manage well through ambiguity while also consulting appropriately
• Proven ability to prioritize among competing demands and to handle workload with grace and finesse

• Ability to work quickly under pressure while maintaining rigorous attention to detail
• A demonstrated work ethic, high level of energy, and outstanding organizational skills 
• Possesses a can-do attitude and is a flexible colleague

• Superior proficiency in a variety of computer software applications (Microsoft Outlook, Word, Excel, PowerPoint, and Teams; Box, or other cloud-based filing software; Zoom or other telecommunication software; Monday.com or other productivity software; etc.)
• A minimum of three years’ full-time work experience and a Bachelor’s degree
• Demonstrated interest in social justice, the humanities, arts and culture, criminal legal system, and/or higher education is desirable

Mellon Foundation is committed to providing compensation that is competitive and equitable within the philanthropic sector.  The estimated salary range for this role is $75,000-$85,000.  The amount of pay offered will be determined by a number of factors, including but not limited to qualifications, unique skills, credentials or experience that is expected to impact the candidate’s contribution to the role. We will also consider market data as well as the Foundation’s internal pay equity framework.  Mellon offers a generous total reward package that provides base salary as well as a comprehensive benefits program.  

Please note that Mellon maintains a hybrid work schedule, with three days/week in person at the Foundation’s Manhattan offices. 

Candidates should apply by submitting a thoughtful cover letter describing fitness for the position together with a resume.

The Foundation will consider each response carefully but will only contact those individuals it believes are most qualified for the position.