Executive Assistant-Princeton NJ

Reporting directly to the senior manager, Foundation Services, the program administrative assistant supports staff by assisting program staff in carrying out administrative and program-related duties; providing a wide range of administrative support including complex calendar management, travel coordination, meeting and event planning, and special projects as assigned; and maintaining an informed, highly proactive and responsive relationship to the program staff both on-site and remotely. Assistants are based in the Foundation’s Princeton, N.J. office.

ESSENTIAL JOB RESPONSIBILITIES

• Manage high-volume calendar requests including scheduling virtual appointments, conferences, webinars, booking conference rooms and larger department meetings.

• Coordinate staff travel arrangements and ensure staff is appropriately supported for trips: arrange travel; prepare itineraries; prepare and organize all background materials in advance; and track and submit expenses for reimbursement.

• Ensure staff travel profiles, bios, and memberships are current.

• Coordinate IT requests, supply requisitions, and building services requests.

• Manage visitors by greeting, welcoming, and directing them appropriately.

• Sort and distribute incoming and outgoing mail as needed.

• Prepare presentations, spreadsheets, charts, reports, and assist in special projects as assigned.

• Perform research by accessing information from RWJF’s Information Center, Program Information Management System (PIMS), Salesforce, intranet, the internet, and other resources.

• Act as an active note taker and synthesize notes for summary distribution as needed.

• Partner in the training of PAA colleagues during the onboarding process and as needed.

• Provide backup support for assigned PAAs and others, as needed.

• Perform other administrative duties as assigned

MINIMUM REQUIREMENTS •

A combination of education and/or experience equivalent to an associate’s degree from a two-year college, technical school, or equivalent.

• Knowledge and understanding of diversity, equity, and inclusion concepts; working with a multicultural workforce, and sensitivity and appreciation to cultural differences.

• Proficiency in the use of Microsoft Outlook and Office Suite (Excel, PowerPoint, and Word)

• 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.

• Experience with portable devices (e.g., iPad, iPhone) and general office equipment. • Knowledge and understanding of AV equipment and use of platforms such as RingCentral and Zoom is preferred.

• 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 is preferred.

• Knowledge and understanding of social media platforms is 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 impact of their work and adapt to change effectively.

• Excellent verbal and written communications skills.

• May require some overtime, as needed.

Job Types: Full-time, Contract

Salary: $26.00 - $29.00 per hour

Schedule:

• 8 hour shift
• Monday to Friday
• Overtime

Ability to commute/relocate:

• Princeton, NJ 08540: Reliably commute or planning to relocate before starting work (Required)

Education:

• Bachelor's (Required)

Experience:

• Microsoft Office: 1 year (Required)
• Personal assistant: 2 years (Required)

Work Location: One location

Salary : $26 - $29