Executive Assistant

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 vice president, Program Management, the executive assistant provides high-quality, confidential operational and administrative support to the office of the executive vice president (EVP). The executive assistant will be responsible for managing day-to-day activities in support of executives responsible for all organizational programming and representing the organization externally. Core accountabilities 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 the EVP and vice president, Program Management, and trusted collaborative relationships with RWJF staff at all levels—requires strong relational skills, self-awareness, and reliability.
  
• Maintain a forecasted view of schedules, projects, and tasks, ensuring everything is set up, reviewed, and completed on time.
  
• Work cooperatively with other administrative support staff to provide appropriate coverage, support, and coordination of schedules for 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.

Essential Job Responsibilities

Project Management

• Provide primary support and partnership to the office of the EVP in managing a body of work, ensuring tasks, projects, and requests are managed efficiently and with the highest level of professionalism.
• Serve as the EVP office’s administrative contact and liaison internally and externally.
  
• Handle some matters directly on behalf of the EVP, or forward appropriate materials as needed to Program unit members. Follow up with appropriate Program individuals to ensure projects, tasks, requests, and correspondence are responded to in a timely manner; establish tracking/feedback system to ensure issues are recorded, addressed, and resolved.
  
• Handle confidential matters for the EVP office as requested, including direct and frequent interactions with senior management and complex logistics for projects and organizational initiatives.
  
• Support the EVP office in identifying, researching, and testing technology and organization solutions to streamline management of day-to-day operations.
  
• Coordinate for the EVP office-led Program unit meetings; help craft agendas and activities.
  

Administrative

• Serve as principal administrative contact and liaison in representing the EVP office to colleagues and the public.
• Handle wide-range information dissemination.
  
• Manage complex calendars and schedules of the executive vice president’s office to be sure that identified priorities are addressed in a timely manner, helping to ensure that the use of time is focused on critical, strategic issues.
  
• Ensure the EVP office is appropriately prepared for and supported in meetings, on calls, or for travel.
  
• Prepare and organize agendas and background materials in advance; schedule travel; prepare itineraries; and track and submit expenses for reimbursement.
  
• Assist the EVP office with other duties, as requested or assigned.
  

Minimum Requirements

• Commitment to racial and health equity and the Foundation’s vision, values, and Guiding Principles.
  
• Experience working in and fostering an inclusive environment, working effectively as part of a multidisciplinary team with persons from diverse cultural, social, and ethnic backgrounds.
  
• 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 five (5) years related 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.
  
• Work independently as well as collaboratively as part of a multidisciplinary team.
  
• Flexibility in navigating, experiencing, and managing change.
  
• Function well with minimal supervision and deliver 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 judgment.
• 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, and memos in the voice of Program 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 has 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 in a typical business office environment. Specific physical abilities required by this job include operating basic office equipment. Will be required to attend meetings, both in person and off-site via phone or videoconference. 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 Purpose operating 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.

Salary

The starting salary range for the executive assistant is 65,000 to $70,000. Why work at RWJF? Learn more about the benefits of working at RWJF.

Application Deadline: August 27, 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.