Executive Assistant

RWJF•Princeton, NJ

8d•$76,700 - $84,370•Hybrid

About The Position

The Robert Wood Johnson Foundation (RWJF) is seeking an Executive Assistant to provide high-level administrative and operational support to the Chief Operating Officer (COO), Associate Vice President (AVP), Operations, and other members within the Office of the Chief Operating Officer (OCOO). This role involves serving as a liaison with internal and external stakeholders, managing complex calendars, coordinating travel, preparing meeting materials, and supporting various operational initiatives. The Executive Assistant will exercise a high degree of professionalism and confidentiality in a fast-paced environment, anticipating needs and proactively addressing issues. A strong commitment to equity and the Foundation's mission is essential.

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 and written including proofreading and editing skills.
Strong decisionmaking 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.
Make decisions, justify recommendations, be responsive and clear.
Maintain a high level of discretion and 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.

Nice To Haves

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.

Responsibilities

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, the AVP, Operations, the 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 for preparation of Board of Trustee engagement support for COO, senior leadership, and people leaders’ engagement, as well as support for meeting planning to AVP, Operations, along with support on equity transformation process as it intersects with Operations goals, outcomes, and objectives.
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.
Coordinate preparation of Board engagement 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.
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 responses 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 forward appropriate materials as needed.
Leverage technology and digital tools to improve workflows and strengthen information flow.
Serve as the Primary Sourcing Owner for Office of the COO contracts, including vendor setup and invoice processing.
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 inquiries 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 record-keeping and OCOO-related initiatives in alignment with Foundation policies.
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.
Build relationships and work collaboratively with other administrative support staff to provide appropriate coverage and support.
Serve as a liaison to other 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.
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.