The Robert Wood Johnson Foundation (RWJF), located in Princeton, N.J., is the largest philanthropy in America dedicated solely to health. Since 1972 we have been providing funding, assistance, and research for projects and programs to help people, their families, and their communities be as healthy as possible. RWJF is committed to working alongside others to build a Culture of Health where everyone has a fair and just opportunity for health and well-being.
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. Diversity, inclusion, and collaboration allow our staff’s wide range of experiences, passions, and perspectives to enrich our work and strengthens our ability to address our nation’s most pressing health issues. With a career at RWJF you will make a difference.
The Foundation seeks an executive assistant to provide high-level administrative support to two senior leaders. The executive assistant will serve as primary point of contact and liaison on daily operational and administrative issues, maintain a close and responsive relationship to the daily activities of the designated staff in a service-oriented department, maintain a high level of confidentiality, and work cooperatively with other support staff to provide appropriate coverage and support.
As with staff at all levels of the Robert Wood Johnson Foundation, the executive assistant will be expected to demonstrate a passionate commitment to the Foundation’s mission and our Guiding Principles.
ESSENTIAL JOB RESPONSIBILITIES
- Performs a variety of administrative support tasks that range from routine to highly confidential and sensitive.
- Serves as primary contact for senior staff in representing the programs and professionalism of the office and Foundation to colleagues and the public.
- Coordinates office management activities and coverage, including phone coverage.
- Reads, screens, and prepares response to, as appropriate, incoming correspondence and reports; makes preliminary assessment of the importance of materials and priorities; and handles some matters directly or forwards appropriate materials as needed. Establishes tracking/feedback system to ensure issues are recorded, addressed and resolved.
- Handles confidential matters for senior staff members as requested, including direct and frequent interactions with senior management and staff.
- Provides primary support in the gathering of information, including coordinating with other departments to secure materials in advance, researching issues, and preparing agendas, correspondence, memoranda, etc.
- Ensures senior staff members are appropriately supported for trips: arranges travel, prepares itineraries, prepares and organizes all background materials in advance, and tracks and submits expenses for reimbursement.
- Receives and screens incoming calls and visitors, determines which are priority matters, and alerts senior leaders; makes referrals to appropriate staff or provides requested information.
- Manages complex calendars and schedules 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.
- Updates senior leader on status of issues before scheduled meetings, and advises on matters requiring attention and follow-up.
- Prepares agenda and collects materials for meetings, speeches, and conferences; keeps records of proceedings.
- Performs research, including use of PIMS and accessing information as needed through internal systems resources as well as the internet; may research, compile and prepare confidential and sensitive documents, as needed.
- Reviews, proofreads, and edits documents prepared for senior leaders/assigned staff signature.
- Compiles and maintains records, statistical information, reports and other filing management systems.
- Performs other duties, as needed.
- A combination of education and/or experience equivalent to a bachelor’s degree.
- Minimum of five (5) years related experience in an executive office performing management and administrative tasks supporting multiple staff members.
- 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, 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.
- Ability to anticipate issues and needs.
- Strong verbal and written communication skills, including proofreading and editing skills.
- Strong decision-making and problem solving skills with proactive attention to detail.
- Can work under minimum guidance using initiative and independent judgment.
- Able to represent the 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-awareness. Makes decisions, and justifies recommendations, responsively and clearly.
- Maintain a high level of discretion and confidentiality.
- Have a talent for providing outstanding customer service.
- Occasional overtime may be required.
PHYSICAL REQUIREMENTS/WORKING CONDITIONS
The incumbent performs job duties in a traditional business office environment. Tasks are generally carried out with no specific or unusual physical or environmental demands. While performing the duties of this job, the incumbent is regularly required to sit at a desk and work with a computer for extended periods of time. Specific physical abilities required by this job include operating basic office equipment such as personal computers, duplicating machines, fax machines and standard office telephones. The incumbent may be required to attend meetings, both on-site and off-site, via phone or videoconference.