Executive Assistant

Position description

The Robert Wood Johnson Foundation (RWJF), located in Princeton, N.J., is a leading national philanthropy dedicated to taking bold leaps to transform health in our lifetime. To get there, we must work to dismantle structural racism and other barriers to health. Since 1972, we have focused on developing and promoting innovations in health and healthcare to improve the lives of millions. Through funding, convening, advocacy, and evidence-building, we work side-by-side with communities, practitioners, and institutions to achieve health equity faster and pave the way, together, to a future where health is no longer a privilege, but a right.

We take seriously our responsibilities, and we pledge to work in ways that reflect our Guiding Principles. These are rooted in equity and influence everything we do at RWJF. Equity, diversity, inclusion, and collaboration enable our staff’s wide range of experiences, passions, and perspectives to strengthen our ability to address our nation’s most pressing health issues and support a culture of belonging. Part of this work includes actively shaping an inclusive organization where all staff members thrive as we build and use our capabilities, voice, and power to advance health equity. RWJF offers a collaborative, collegial, and creative work environment. With a career at the Robert Wood Johnson Foundation, you will make a difference.

Duties

Reporting to the associate vice president (AVP), Operations, the executive assistant, Operations, provides seasoned, high-level, and confidential administrative and operational support to the Chief Operating Officer (COO), associate vice president, Operations, and other members within the Office of the Chief Operating Officer (OCOO) department and performs a variety of specialized and complex administrative and executive duties, which frequently involves serving as a liaison with internal/external staff/trustees/grantees/consultants and government/business officials in support of the Operations Unit. Core deliverables for the executive assistant are to:

• Exercise a high level of professionalism and confidentiality, in a fast-paced and dynamic environment, serving as the principal administrative contact and liaison on day-to-day operational and administrative matters.
• Anticipate, adapt, and respond to changing dynamics and circumstances related to COO matters and Operations priorities and objectives.
• Build relationships and work cooperatively with other administrative support staff to provide appropriate coverage and support and coordinate scheduling for the COO, AVP, Operations, OCOO team and other senior management to ensure timely resolution of critical issues and other matters; facilitate the resolution of pending issues and requests, ensuring that priority matters are brought to the attention of the respective team member in the Office of the COO.
• Drive coordination on board engagement preparation support for COO, senior leadership and people leaders’ engagement and meeting planning support to AVP, Operations along with support on equity transformation process intersection with operations goals, outcomes, and objectives.

As with staff at all levels of RWJF, the executive assistant is expected to demonstrate a passionate commitment to equity and the Foundation’s mission and Guiding Principles.

Essential Job Opportunities

Executive Operations and Calendar Management

• Strategically manage complex calendars for the Chief Operating Officer (COO) and Associate Vice President (AVP), Operations, ensuring priorities are sequenced appropriately, addressed in a timely manner, and leaders’ time is focused on high-impact strategic matters.
• Serve as the COO’s principle administrative liaison on day-to-day operational and administrative issues, exercising sound judgement and professionalism.
• Provide high-level administrative support on matters ranging from routine to highly confidential and sensitive; represent the Executive Office with professionalism inside and outside the Foundation.
• Coordinate all travel for the COO and AVP, including itineraries, logistics, and preparation of advance briefing materials; track and submit expenses accurately and in a timely manner.
• Gather and prepare materials for meetings by coordinating with departments, researching information and issues, developing backgrounders, and drafting or updating agendas, presentations, surveys, correspondence, and other documents and materials (e.g., collateral).
• Support the COO and AVP in building or strengthening internal and external relationships, including maintaining contact lists, coordinating meetings and engagements, and maintaining an annual event/conference/meeting list for networking opportunities.
• Anticipate executive needs and proactively surface information, risks, or follow-ups to support effective decision-making.

Events, Meetings, & Logistics

• Lead coordination of board engagement preparation support for the COO, including committee meetings and updates to department materials for new trustees.
• Support the planning and execution of staff and team engagement events, retreats, meetings, and special projects.
• Provide scheduling and meeting coordination support to Senior Operations leaders, as needed.
• Maintain email distribution lists and other key information repositories.
• Establish, manage, and maintain action item lists for any assigned projects or role within a workflow and follow up with the appropriate staff to ensure tasks are documented, tracked, addressed, and closed in a timely manner.
• Support the implementation of cross-functional initiatives led by the COO, AVP, or managed by the Project Management Specialist by coordinating logistics, information flow, and progress tracking.

Information and Document Management + Technology and Tools

• Organize, track, and maintain centralized OCOO documents, templates, correspondence, internal policies and processes, and shared resources (e.g., SharePoint, internal systems).
• Read, screen, and prepare respond to incoming correspondence and reports, as appropriate; assess priority and sensitivity; determine routing; and manage follow-up through an established tracking and feedback system to ensure timely closure. Handle some matters directly or forwards appropriate materials as needed.
• Leverage technology and digital tools to improve workflows and strengthen information flow.

Finance, Contracts, and Procurement

• Serve as the Primary Sourcing Owner for Office of the COO contracts, including vendor setup and processing all invoices.
• Support the contract review workflow and maintain tracking system for materials requiring COO review and/or signature.
• Manage the OCOO Invoices shared mailbox, responding to vendor inquires and invoice submissions.
• Manage the President’s Staff Grant Awards tracker and submit requests on behalf of the COO, AVP, Operations, and OCOO staff.
• Support financial and administrative recordkeeping and OCOO related initiatives in alignment with Foundation policies.

Communication and Correspondence

• Provide coverage in the coordination and tracking of Operations Unit communications and staff engagement events and initiatives.
• Draft content for internal communications channels and help maintain SharePoint site(s).
• Send email correspondence on behalf of the COO.
• Apply an equity-centered lens to communication, scheduling, information flow, and interested party engagement.

Relationship & Administrative Coverage Management

• Build relationships and work collaboratively with other administrative support staff to provide appropriate coverage and support.
• Serve as a liaison to Executive Assistants Foundation-wide and Human Resources to coordinate administrative coverage, share best practices, support learning and development opportunities, and update / create / improve administrative coverage processes.

Other Responsibilities

• Perform other duties as assigned to support the effective functioning of the Office of the COO and Operations Unit.
• Support Executive unit work, as needed.

Qualifications

Minimum Requirements

• Commitment to racial and health equity and to the Foundation’s vision, values, and Guiding Principles.
• A combination of education and/or experience equivalent to a bachelor’s degree.
• Minimum of five (5) years related experience in executive office performing management and administrative tasks supporting multiple staff members.
• Strong project planning, organization, and time management abilities. Can prioritize and handle multiple tasks and needs simultaneously.
• Proficiency in the use of Microsoft Office Suite especially Microsoft Excel, PowerPoint, Word, Forms, Teams, portable devices and general office equipment. Ability to learn new technology.
• Experience managing complex calendars, including coordination of complex meetings and travel schedules.
• Interpersonal skills with experience providing complex administrative support with diplomacy and a good sense of humor. Ability to interact with individuals at all levels.
• Strong ability to anticipate issues and needs.
• Strong proofreading and editing skills.
• Adept writing skills with the ability to easily, efficiently and effectively write correspondence and memos on behalf of senior executive(s).
• Strong communication skills, verbal, written including proofreading and editing skills.
• Strong decision-making and problem-solving skills with proactive attention to detail.
• Can work under minimum guidance using initiative and independent judgment.
• Able to represent office in a professional manner.
• Able to stay calm during busy times, work within deadlines, and positively manage changing priorities.
• Intellectual curiosity and ability to apply learnings to work.
• Good judgment and self-aware. Makes decisions, justify recommendations, responsive, and clear.
• Maintain a high level of discretion, confidentiality.
• Have a talent for providing outstanding customer service.
• Able to work independently as well as in a team-based, highly collaborative environment.
• Willing and able to travel as needed for board site visits and related events.
• Must be able to work extended hours, particularly associated with Board-related or team retreats or events, as needed.
• Candidates will be asked to complete a work sample/exercise as part of the interview process.
• Candidates whose experience exceeds the minimum requirements will be given particular consideration for a higher placement within the salary range:
  • 7+ years of administrative experience, as well as support to one or more executives/ senior staff members.
  • 9+ years of administrative experience, as well as support to one or more executives/ senior staff members.

Application instructions

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