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 wellbeing, 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. Our efforts to build a Culture of Health and achieve health equity require us to dismantle structural racism and other barriers to health. Part of this work includes actively shaping a multicultural, inclusive, antiracist organization where all staff thrive as we build and use our capabilities, voice, and power to advance health equity. 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 This Opportunity
Reporting to the senior director, the administrative assistant (AA) supports staff in the office of the executive vice president by (1) assisting program staff in carrying out administrative and program-related duties; (2) providing a wide range of administrative support including complex calendar management, travel coordination, meeting and event planning, and special projects as assigned; and (3) maintaining an informed, highly proactive and responsive relationship to both on-site and remote program staff.
As with staff at all levels of the Robert Wood Johnson Foundation, the administrative assistant is expected to demonstrate a passionate commitment to equity, to the Foundation’s mission, and its Guiding Principles.
Essential Job Responsibilities
Manage high-volume calendar requests including scheduling virtual appointments, conferences, and webinars; booking conference rooms; and arranging larger meetings in the Program unit.
Coordinate staff travel arrangements and ensure staff are appropriately supported for trips: arrange travel; prepare itineraries; prepare and organize all background materials in advance; track and submit expenses for reimbursement.
Ensure staff travel profiles, bios, and memberships are current.
Coordinate IT requests, supply requisitions, and building services requests.
Prepare presentations, spreadsheets, charts, reports, and assist in special projects as assigned.
Perform research by accessing information from the Information Center, Program Information Management System (PIMS), Salesforce, Internet and Intranet, and other resources.
Act as an active note taker and synthesize notes for summary distribution as needed.
Partner in the training of AA colleagues during the onboarding process and as needed.
Provide backup support for assigned AAs and others, as needed.
Perform other administrative duties as assigned.
Commitment to racial and health equity and the Foundation’s vision, values, and Guiding Principles.
Knowledge and understanding of diversity, equity and inclusion concepts, working with a multicultural workforce, and sensitivity and appreciation to cultural differences.
Demonstrated excellence in calendar management via Outlook, including coordination of complex meetings and travel schedules for multiple people.
Ability to coordinate travel with vendors with a focus on conserving resources.
Proficiency in the use of M365, Microsoft Outlook and Office Suite (Excel, PowerPoint and Word).
Proficiency in Zoom, to set up and host meetings, including all functionality (e.g., breakout rooms, whiteboards, recording).
Experience with portable devices (e.g., iPad, iPhone) and general office equipment.
Knowledge and understanding about organizational tools such as OneNote, Evernote, Dropbox, Google Drive, and Microsoft Teams is preferred.
Knowledge and understanding of Workday and Concur are preferred.
Knowledge and understanding of social media platforms are preferred.
Ability to read and comprehend instructions, short correspondence and memos, write correspondence, and effectively present information in one-on-one and small group settings.
Strong ability to prioritize and handle multiple tasks, requests, and individual work styles.
Strong planning, organization, and time management skills with the ability to meet deadlines, anticipate needs, and be proactive.
Strong attention to detail, accuracy with work, organizational skills, and follow through.
Ability to work independently, as well as in a team-based, highly collaborative environment.
Excellent customer service orientation, interpersonal skills, and ability to build relationships.
Understand the impact of their work and adapt to change effectively.
Excellent verbal and written communications skills.
May require some overtime, as needed.
A combination of education and/or experience equivalent to an associate degree from a two-year college, technical school, or equivalent.
Physical Requirements/Working Conditions
The AA performs 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 in person and off-site via phone or videoconference. Some domestic travel may be required. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.
This position is assigned to our Princeton, N.J. headquarters offices.
As of January 1, 2023, the Foundation has implemented a Hybrid: Flexible Purposeoperating model. All RWJF employees will be required to come into Foundation offices during the year for purposes related to their position such as critical tasks (e.g., building operations, grantee meetings), organizational events (e.g., training and development), and internally focused team activities. All RWJF offices remain open for all Foundation employees for focused work, optional organizational activities, and connecting with colleagues informally as needed for individual purposes.
The starting salary range for the administrative assistant is $50,000 to $55,000. Why work at RWJF? Learn more about the benefits of working at RWJF.
Application Deadline: September 24, 2023
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.