RWJF · 3 days ago
Executive Assistant
Princeton, NJ
Full-time
Onsite
Senior Level
5+ years expThe Robert Wood Johnson Foundation (RWJF) is a leading national philanthropy dedicated to transforming health. The Executive Assistant will provide high-level administrative and operational support to the Chief Operating Officer and other senior management, ensuring effective coordination and communication across 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, AVP, Operations, 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 on board engagement preparation support for COO, senior leadership and people leaders’ engagement and meeting planning support to AVP, Operations along with support on equity transformation process intersection with operations goals, outcomes, and objectives
Strategically manage complex calendars for the Chief Operating Officer (COO) and Associate Vice President (AVP), Operations, ensuring priorities are sequenced appropriately, addressed in a timely manner, and leaders’ time is focused on high-impact strategic matters
Serve as the COO’s principle administrative liaison on day-to-day operational and administrative issues, exercising sound judgement and professionalism
Provide high-level administrative support on matters ranging from routine to highly confidential and sensitive; represent the Executive Office with professionalism inside and outside the Foundation
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
Gather and prepare materials for meetings by coordinating with departments, researching information and issues, developing backgrounders, and drafting or updating agendas, presentations, surveys, correspondence, and other documents and materials (e.g., collateral)
Support the COO and AVP in building or strengthening internal and external relationships, including maintaining contact lists, coordinating meetings and engagements, and maintaining an annual event/conference/meeting list for networking opportunities
Anticipate executive needs and proactively surface information, risks, or follow-ups to support effective decision-making
Lead coordination of board engagement preparation 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
Provide scheduling and meeting coordination support to Senior Operations leaders, as needed
Maintain email distribution lists and other key information repositories
Establish, manage, and maintain action item lists for any assigned projects or role within a workflow and follow up with the appropriate staff to ensure tasks are documented, tracked, addressed, and closed in a timely manner
Support the implementation of cross-functional initiatives led by the COO, AVP, or managed by the Project Management Specialist by coordinating logistics, information flow, and progress tracking
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 respond to incoming correspondence and reports, as appropriate; assess priority and sensitivity; determine routing; and manage follow-up through an established tracking and feedback system to ensure timely closure. Handle some matters directly or forwards appropriate materials as needed
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 processing all invoices
Support the contract review workflow and maintain tracking system for materials requiring COO review and/or signature
Manage the OCOO Invoices shared mailbox, responding to vendor inquires and invoice submissions
Manage the President’s Staff Grant Awards tracker and submit requests on behalf of the COO, AVP, Operations, and OCOO staff
Support financial and administrative recordkeeping and OCOO related initiatives in alignment with Foundation policies
Provide coverage in the coordination and tracking of Operations Unit communications and staff engagement events and initiatives
Draft content for internal communications channels and help maintain SharePoint site(s)
Send email correspondence on behalf of the COO
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 Executive Assistants Foundation-wide and Human Resources to coordinate administrative coverage, share best practices, support learning and development opportunities, and update / create / improve administrative coverage processes
Perform other duties as assigned to support the effective functioning of the Office of the COO and Operations Unit
Support Executive unit work, as needed
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 especially Microsoft Excel, PowerPoint, Word, Forms, Teams, 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
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, written 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 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-aware. Makes decisions, justify recommendations, responsive, and clear
Maintain a high level of discretion, confidentiality
Have a talent for providing outstanding customer service
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, particularly associated with Board-related or team retreats or events, 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
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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