Executive Assistant

Robert Wood Johnson Foundation • Princeton, NJ

19h • $76,700 - $84,370 • Hybrid

About The Position

ABOUT THE FOUNDATION 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 (EDI), 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. ABOUT THIS OPPORTUNITY Reporting to the vice president (VP), Research-Evaluation-Learning (REL) and Chief Science Officer, with matrixed reporting to the associate vice president (AVP), REL, the executive assistant will provide seasoned, high-level, and confidential administrative support and perform a variety of specialized and complex administrative and executive duties in support of the REL department. 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 .

Requirements

• Commitment to racial and health equity and the Foundation’s vision, values, and Guiding Principles .
• Professional commitment to equity, diversity, and inclusion.
• Strong customer service orientation and interpersonal skills.
• Strong project management skills.
• Demonstrated excellence in current role with minimal oversight from people leader.
• Excellent written and oral communication skills.
• Demonstrated people and performance management skills, as well as an ability to work with flexibility, efficiency, enthusiasm, emotional intelligence, and diplomacy both individually and as part of a team effort; experience mentoring staff and colleagues at multiple levels; orientation to team building.
• Ability to travel to Princeton office for relevant internal meetings including WeTime and other in-person events, as requested by your people leader.
• Minimum of five (5) years related experience in executive office performing management and administrative duties.
• Experience supporting multiple executives a plus.
• A combination of education and/or experience equivalent to a bachelor’s degree.
• Demonstrated proficiency in the use of Microsoft 365 Suite, portable devices (e.g., iPad, iPhone), internet research, digital tools, and general office equipment.
• Demonstrated excellence in calendar management, including coordination of complex meetings and travel schedules.
• Ability to use technology to work effectively, creatively, and to improve efficiency.
• Strong writing skills with the ability to create, compose, and edit correspondence and other written materials.
• Exceptional proofreading and editing skills.
• Ability to work independently and in a team-based, highly collaborative environment.
• Strong oral and written communications skills and the ability to work effectively with a wide range of constituencies.
• Demonstrated people skills with experience providing complex administrative support with tact, diplomacy, discretion, confidentiality, and a good sense of humor.
• Strong strategic thinking, planning, organization, and time management skills with the ability to prioritize and handle multiple tasks simultaneously.
• Capability to always maintain professional conduct and demeanor showing high levels of emotional intelligence.
• Flexibility in navigating, experiencing, and managing change.
• Strong decision making and taking work initiative; attention to detail; and ability to anticipate issues and needs.
• Occasional overtime may be needed.

Nice To Haves

• Candidates whose experience exceeds the minimum requirements will be considered with particular interest for the role:
• 7+ years of administrative experience, as well as support to an executive plus one or more executives/ senior staff members.
• 9+ years of administrative experience, as well as support to an executive plus one or more executives/ senior staff members.

Responsibilities

• Be the primary point of contact and liaison for day-to-day operational and administrative issues for the VP and AVP.
• Respond to email inquiries on behalf of VP and AVP.
• Schedule and coordinate appointments to ensure proper balance among competing obligations.
• Assemble meeting materials and other background information for meeting preparation.
• Monitor and organize email inbox, elevating urgent messages for prompt action, and track meeting materials, agendas, and other action items.
• Identify and add reminders for tasks that require action or follow-up.
• Track to ensure such tasks are done.
• Maintain department lists including group email lists, staff contact information, staff work anniversaries, and create and manage members in the department’s Teams channels.
• Anticipate and advise on matters requiring attention due to conflicts.
• Schedule and coordinate travel arrangements, including preparation, follow-up, and processing of expense reports aligned with RWJF’s travel and expense policy.
• Monitor department travel budget and elevate trends that help future approvals and budget requests.
• Coordinate proper back-up coverage while away from the office and/or during absence(s) from work.
• Assist and respond to inquiries from department directors and colleagues as they arise.
• Help in the onboarding of new staff by scheduling appropriate meetings and providing temporary assistance when needed.
• Serve as VP and AVP’s frontline agent to colleagues and the public in representing the department and the Foundation in a professional manner.
• Interact and collaborate with others across the Foundation and with external consultants daily.
• Serve as VP and AVP’s agent in overall coordination of Program activities.
• As needed, attend meetings, prepare agenda items, and provide administrative support.
• Proactively follow up on action items that arise from meetings.
• Perform research related to Foundation programming and administrative activities, as needed.
• Maintain correspondence and materials and provide information, as needed, to other foundations, institutions, potential grantees, and active grantees.
• Perform other related duties to support the REL department goals, as assigned.

Benefits

• RWJF offers comprehensive health and retirement benefits to employees, generous paid time off, and more.
• A transition stipend is provided to all new hires to aid in costs related to transitioning to a new job.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 501-1,000 employees