RWJF · 3 hours ago
Executive Assistant - Operations
Princeton, NJ
Full-time
Hybrid
Mid, Senior Level
$77K/yr - $84K/yr
5+ years expThe Robert Wood Johnson Foundation (RWJF) is a leading national philanthropy dedicated to transforming health in our lifetime. The Executive Assistant, Operations provides high-level administrative support to senior leadership, managing complex calendars, coordinating travel, and facilitating communication within the Operations unit.
Non-profit Organization Management
Responsibilities
Exercise a high level of professionalism and confidentiality in a fast-paced and dynamic environment, serving as the principal administrative contact and liaison on day-to-day operational and administrative matters
Anticipate, adapt, and respond to changing dynamics and circumstances related to COO matters and Operations priorities and objectives
Build relationships and work cooperatively with other administrative support staff to provide appropriate coverage and support and coordinate scheduling for the COO, the AVP, Operations, the OCOO team, and other senior management to ensure timely resolution of critical issues and other matters; facilitate the resolution of pending issues and requests, ensuring that priority matters are brought to the attention of the respective team member in the Office of the COO
Drive coordination for preparation of Board of Trustee engagement support for COO, senior leadership, and people leaders’ engagement, as well as support for meeting planning to AVP, Operations, along with support on equity transformation process as it intersects with Operations goals, outcomes, and objectives
Strategically manage complex calendars for the Chief Operating Officer (COO) and Associate Vice President (AVP), Operations
Serve as the COO’s principle administrative liaison on day-to-day operational and administrative issues
Coordinate all travel for the COO and AVP, including itineraries, logistics, and preparation of advance briefing materials; track and submit expenses accurately and in a timely manner
Coordinate preparation of Board engagement support for the COO, including committee meetings and updates to department materials for new Trustees
Support the planning and execution of staff and team engagement events, retreats, meetings, and special projects
Organize, track, and maintain centralized OCOO documents, templates, correspondence, internal policies and processes, and shared resources (e.g., SharePoint, internal systems)
Read, screen, and prepare responses to incoming correspondence and reports, as appropriate
Leverage technology and digital tools to improve workflows and strengthen information flow
Serve as the Primary Sourcing Owner for Office of the COO contracts, including vendor setup and invoice processing
Manage the President’s Staff Grant Awards tracker and submit requests on behalf of the COO, AVP, Operations, and OCOO staff
Provide coverage in the coordination and tracking of Operations unit communications and staff engagement events and initiatives
Apply an equity-centered lens to communication, scheduling, information flow, and interested party engagement
Build relationships and work collaboratively with other administrative support staff to provide appropriate coverage and support
Serve as a liaison to other executive assistants Foundation-wide and Human Resources
Perform other duties as assigned
Qualification
Required
Commitment to racial and health equity and to the Foundation's vision, values, and Guiding Principles
A combination of education and/or experience equivalent to a bachelor's degree
Minimum of five (5) years related experience in executive office, performing management and administrative tasks supporting multiple staff members
Strong project planning, organization, and time management abilities. Can prioritize and handle multiple tasks and needs simultaneously
Proficiency in the use of Microsoft Office Suite. 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
Strong ability to anticipate issues and needs
Strong proofreading and editing skills
Adept writing skills with the ability to easily, efficiently, and effectively write correspondence and memos on behalf of senior executive(s)
Strong communication skills—verbal and written including proofreading and editing skills
Can work under minimum guidance using initiative and independent judgment
Able to represent office in a professional manner
Able to stay calm during busy times, work within deadlines, and positively manage changing priorities
Maintain a high level of discretion and confidentiality
Able to work independently, as well as in a team-based, highly collaborative environment
Willing and able to travel as needed for Board site visits and related events
Must be able to work extended hours, as needed
Candidates will be asked to complete a work sample/exercise as part of the interview process
Preferred
Candidates whose experience exceeds the minimum requirements will be given particular consideration for a higher placement within the salary range: 7+ years of administrative experience, as well as support to one or more executives/ senior staff members
9+ years of administrative experience, as well as support to one or more executives/ senior staff members
Benefits
RWJF offers comprehensive health and retirement benefits to employees
Generous paid time off
A transition stipend is provided to all new hires to aid in costs related to transitioning to a new job
Company
RWJF
RWJF is a leading national philanthropy dedicated to taking bold leaps to transform health in our lifetime.
201-500 employees
Funding
Current Stage
Growth StageLeadership Team
William Roell
Chief Financial Officer and Treasurer
Amy F. Dinofrio, MBA SPHR SHRM-SCP
Chief Human Resource Officer|Vice President
Recent News
Press Telegram
2025-09-24
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