Executive Assistant, Human Resources

Human Resources

The Robert Wood Johnson Foundation (RWJF; the Foundation), located in Princeton, N.J., is the largest philanthropy in America dedicated solely to health. Since 1972, we have focused on developing and promoting innovations in health and healthcare to improve the lives of millions. In partnership with others, we are working toward a nation that is rooted in equity, compassion, and respect. A nation that provides everyone in America a fair and just opportunity to thrive, no matter who they are, where they live, or how much money they have. This requires addressing many harmful obstacles to well-being, including poverty, powerlessness, and discrimination.

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 allow our staff’s wide range of experiences, passions, and perspectives to enrich our work and strengthen our ability to address our nation’s most pressing health issues. The Foundation offers a collaborative, collegial, and creative work environment. With a career at the Robert Wood Johnson Foundation, you will make a difference.

Scope

The executive assistant for Human Resources (HR) provides high-quality, confidential operational and administrative support and project management directly to HR leadership. The solutions-focused executive assistant will take initiative in managing a variety of specialized and complex projects in support of a service-oriented team. Core deliverables are:

  • Serve as principal contact and liaison on day-to-day operational, logistical, and administrative issues—requires a high level of professionalism, confidentiality, and responsiveness.
  • Maintain a close and highly responsive partnership with HR leadership, and trusted collaborative relationships with HR colleagues and RWJF staff at all levels—requires strong relational skills, self-awareness, and reliability.
  • Work cooperatively with other administrative support staff to provide appropriate coverage, support, and coordination of schedules for HR leadership and other senior management—requires organization, adaptability, and diplomacy.
  • Prioritize and facilitate the timely resolution of multiple critical issues and pending requests, which requires an independent thinker with sound judgment who can work autonomously and manage multiple tasks simultaneously in a dynamic environment.

Reporting Relationship(s)

Reports directly to the vice president, chief Human Resources officer.

Essential Job Responsibilities

Operations/Project Management

  • Works with HR leadership team to develop project plans, coordinate projects, communicate changes and progress, and complete projects on time and budget.
  • Manages confidential and complex logistics for projects and organizational initiatives.
  • Provides primary support to HR leadership in the gathering of information, including coordinating with other departments to secure materials in advance, researching issues, and preparing, e.g., agendas, correspondence, memoranda.
  • Handles confidential matters for HR leadership as requested, including direct and frequent interactions with senior management, and complex logistics for projects and organizational initiatives.
  • Supports HR leadership team in identifying, researching, and testing technology and organization solutions to streamline management of day-to-day operations.
  • Coordinates HR department meetings, helps craft agendas and activities.

Administrative

  • Serves as principal administrative and operations contact and liaison in representing Human Resources to colleagues and the public.
  • Receives, answers, and routes phone calls, mail and email messages and may handle wide-range information dissemination.
  • Manages complex calendars and schedules of HR leadership to make certain that identified priorities are addressed in a timely manner, helping to ensure that the use of time is focused on critical, strategic issues.
  • Screens and coordinates communications, drafts correspondence for signature, critically reviews, proofreads, and edits documents, tracks, prioritizes, and follows up on requests.
  • Follows up with appropriate individuals to ensure requests and correspondence are responded to on a timely basis; establishes tracking/feedback system to ensure issues are recorded, addressed, and resolved.
  • Ensures HR leadership is appropriately prepared for and supported in meetings, on calls, or for travel.
  • Prepares and organizes agendas and background materials in advance, schedules travel, prepares itineraries, and tracks and submits expenses for reimbursement.
  • Assists HR leadership and staff with other duties, as requested or assigned.

Minimum Requirements

  • Commitment to RWJF’s mission, vision, and alignment with our values and Guiding Principles.
  • Commitment to equity, diversity and inclusion with successful experience promoting an inclusive environment.
  • A combination of education and/or experience equivalent to a bachelor’s degree.
  • Occasional overtime or travel may be required.

Operations/Project Management

  • Self-motivated and highly organized professional with excellent project management skills.
  • Minimum of two (2) years related project management experience with an executive, including developing and managing timelines, coordinating activities, and managing many priorities simultaneously.
  • Effective communicator who can build trusted relationships and work effectively with individuals at all levels from diverse cultural, social, and ethnic backgrounds.
  • Works independently as well as collaboratively as part of a multidisciplinary team.
  • Flexibility in navigating, experiencing, and managing change.
  • Functions well with minimal supervision and delivers quality outcomes under pressure and deadlines.
  • Intellectually curious, finding solutions through internet research, and applies learnings to work.

Administrative

  • Self-aware professional who conveys a reliably calm demeanor, handling confidential information with discretion and sound judgement.
  • Minimum of five (5) years related experience providing proactive, complex administrative support to C-level executives in operational and administrative duties, including complex calendar management, and coordination of meetings and travel schedules.
  • Adept writing and editing skills, able to efficiently and effectively draft, e.g., correspondence, presentations, memos in the voice of HR leadership.
  • Strong technology skills; able to quickly learn and operate various software, apps, and programs.
  • Clear communicator with a talent for providing outstanding customer service and a good sense of humor.
  • Solution-focused; can make decisions and clearly justify recommendations.

Physical Requirements/Working Conditions

The executive assistant will perform job duties associated with a typical business office environment. Specific physical abilities required by this job include operating basic office equipment. Will be required to attend meetings, potentially both on-site and off-site, via phone or videoconference.

How to Apply

Submit your resume and letter of interest. In your letter of interest, please describe what makes an executive assistant successful.

Application Deadline: June 13, 2022

 

The Robert Wood Johnson Foundation is an equal opportunity employer and strongly encourages applications from people of color, persons with disabilities, women, and LGBTQ+ and other underrepresented applicants.

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