Executive Assistant, Office of the President

Simpro Software•New York, NY

6d•$100,000 - $125,000•Onsite

About The Position

The Executive Assistant will be the first point of contact for the Office of the President. They must be able to administratively support activities within the Office of the President and proactively anticipate senior leadership’s needs including the President, Chief Operating Officer, Chief Scientific Officer, and Chief of Staff. The Executive Assistant will liaise with prominent leaders and scientists, as well as senior executives from the public and private sectors. They must be comfortable acting as a professional representative of the President’s office and the Simons Foundation. This is a full-time position based on-site at the Simons Foundation’s New York City offices.

Requirements

Bachelor’s degree
Minimum of 8 years of experience as a high-level administrative professional or executive assistant.
Ability to maintain a composed and highly professional presence appropriate to the standards of the Office of the President
Sound judgment, punctuality and reliability
Ability to maintain a high level of confidentiality and discretion
Excellent interpersonal skills with all levels of the organization and external communities
Excellent verbal and written communication skills.
Ability to work independently and anticipate the needs of management based on commitments, calendar, and workload
Strong administrative and organizational skills with consistent accuracy and careful attention to detail
Ability to organize and balance workload under deadlines and multiple commitments
Strong computer skills, particularly in email, word processing, and spreadsheets

Nice To Haves

Foundation, philanthropic, non-profit, medical, science or grantmaking experience is a plus
Ability to prepare meeting minutes and document outcomes / action steps of key meetings is a plus.

Responsibilities

Act as the first point of contact.
Screen telephone calls, inquiries, and requests and manage or refer, as appropriate.
Manage contacts, lists, and databases.
Ensure completeness and accuracy of all electronic data.
Prepare and respond to routine correspondence.
Coordinate the Office of the President’s activities within and outside of the Simons Foundation.
Develop knowledge about strategic priorities in order to effectively maintain calendars, schedule appointments, and make travel and conference arrangements.
Assist with organizing meetings, ensuring that senior leadership is prepared with required materials.
Attend meetings and prepare minutes as requested.
Manage the organization of business dinners and smaller events.
Attend to the President’s personal business, as needed. This may involve correspondence, interacting with staff outside the foundation, bill payment and account reconciliation, coordinating travel, planning and managing events, and other scheduling.
Draft high-quality letters, reports, concept notes, and presentation materials and work with senior leadership on final versions.
Provide project support for Board and Committee responsibilities as requested.
Foster and build good working relationships, both internally and externally.
Work collaboratively with a variety of people and build bridges within the organization.
Perform administrative tasks such as expense reporting and filing
Conduct research and take on special projects, as needed.
Perform other duties or tasks as assigned or required.