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.
About the Opportunity
Reporting to the president and CEO, the executive assistant (EA) to the president and CEO works independently performing a wide range of high-level, confidential administrative support. They will serve as a key point of contact and liaison for daily operational and administrative responsibilities; maintain close and collaborative relationships with the president and CEO and the special assistant to the president to ensure all needs are met; and will collaborate with other support staff to provide appropriate coverage and support. The EA is expected to perform a variety of specialized, complex administrative and executive support duties, which frequently involves liaison with internal/external staff, trustees, grantees, consultants, and government/business officials. The ideal individual for this position will anticipate the needs of the Executive Office and has the capability to analyze, understand, and react to changing dynamics and circumstances to respond strategically and tactically.
Essential Job Responsibilities
- In partnership with the special assistant to the president, manage and coordinate complex calendar and schedules for the president and CEO. This includes identifying priority topics and information needed to assess, analyze, and manage with utmost efficiency the time of the president and CEO.
- Exercise a high level of confidentiality and discretion in serving as a key contact and liaison on daily operational and administrative matters for the president and CEO. Represent the Executive Office within and outside of the Foundation to coordinate office management activities and coverage.
- Perform a wide range of executive administrative support tasks that can vary by project or be a standard routine for the administration of the Executive Office.
- Ensure the president and CEO is appropriately staffed and prepared for trips. Arrange travel, create, and manage itineraries as well as compile and organize any and all background materials in advance.
- Track, manage, and submit expenses for the Executive Office for reimbursement and fiscal responsibility.
- Conduct research and create summaries and synopses of information leveraging all resources available internally and externally. Collects and researches data; uses intuition and experience to complement data; designs workflows and procedures; reads, analyzes, and interprets documents.
- Track, maintain, and distribute documents for meetings, speeches, and conferences as well as keep accurate records of action items and proceedings.
- Manage and coordinate the gathering of information, including coordination with other departments to secure materials in advance, researching issues, developing backgrounders, and preparing agendas, correspondence, memoranda, etc.
- Create, organize, and maintain correspondence, processes, and system of knowledge management and record for the Executive Office.
- Read, screen, and prepare responses to, as appropriate, incoming correspondence and reports; makes preliminary assessment of the importance of materials and priorities; handles some matters directly or forwards appropriate materials as needed. Establishes tracking/feedback system to ensure issues are recorded, addressed, and resolved.
- When in the office, receive, screen and prioritize incoming requests, calls, and visitors, alerting senior leaders and redirecting to appropriate RWJF employee or provide requested information to close request.
- Establish, maintain, and manage an action item list for the Executive Office. Following up with the appropriate leaders or employees to ensure items are tracked, addressed, and closed on a timely basis.
- Staff and support Board of Trustees and related activities as needed for the President’s office.
- Provide other project or administrative support duties as needed in the Executive Office.
- Commitment to racial and health equity and the Foundation’s vision, values, and Guiding Principles.
- Experience working effectively in and fostering an inclusive environment as part of a multidisciplinary team with persons from diverse cultural, social, and ethnic backgrounds.
- Seven (7)+ years of experience supporting multiple executive or C-Suite senior leaders.
- Strong project planning, organization, and time management capabilities.
- Intermediate to advanced proficiency in the use of the Microsoft Office 365 Suite, specifically Outlook, Word, PowerPoint, and Excel.
- 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.
- Adept writing skills with the ability to write correspondence and memos easily, efficiently, and effectively on behalf senior executive(s).
- Strong communication skills, verbal and written, including proofreading and editing skills.
- Demonstrated decision-making and problem-solving skills with proactive attention to detail.
- Can work under minimum guidance using initiative and independent judgment.
- Able to stay calm during busy times, work within deadlines, and positively manage changing priorities.
- Has intellectual curiosity and ability to apply learnings to work.
- Good judgment and self-aware. Makes decisions, can justify recommendations, and is 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 Trustee site visits and related events.
- May require some overtime, as needed.
- Requires a bachelor’s degree or equivalent education and experience.
Physical Requirements/Working Conditions
The EA will perform job duties in 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.
The starting salary range for the executive assistant is $69,000 to $73,000. Why work at RWJF? Learn more about the benefits of working at RWJF.
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.