Executive Assistant

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$76,700.00/yr - $84,370.00/yr

The Robert Wood Johnson Foundation (RWJF), located in Princeton, N.J., is a leading national philanthropy dedicated to taking bold leaps to transform health in our lifetime. To get there, we must work to dismantle structural racism and other barriers to health. Since 1972, we have focused on developing and promoting innovations in health and healthcare to improve the lives of millions.

Through funding, convening, advocacy, and evidence-building, we work side‑by‑side with communities, practitioners, and institutions to achieve health equity faster and pave the way, together, to a future where health is no longer a privilege, but a right.

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 ity, diversity, inclusion (EDI), and collaboration enable our staff’s wide range of experiences, passions, and perspectives to strengthen our ability to address our nation’s most pressing health issues and support a culture of belonging.

Part of this work includes actively shaping an inclusive organization where all staff members thrive as we build and use our capabilities, voice, and power to advance health equity. RWJF offers a collaborative, collegial, and creative work environment. With a career at the Robert Wood Johnson Foundation, you will make a difference.

Reporting to the vice president (VP), Research‑Evaluation‑Learning (REL) and Chief Science Officer, with matrixed reporting to the associate vice president (AVP), REL, the executive assistant will provide seasoned, high‑level, and confidential administrative support and perform a variety of specialized and complex administrative and executive duties in support of the REL department. As with staff at all levels of RWJF, the executive assistant is expected to demonstrate a passionate commitment to equity and the Foundation’s mission and Guiding Principles.

• Be the primary point of contact and liaison for day‑to‑day operational and administrative issues for the VP and AVP.
• Respond to email inquiries on behalf of VP and AVP.
• Schedule and coordinate appointments to ensure proper balance among competing obligations.
• Assemble meeting materials and other background information for meeting preparation.
• Monitor and organize email inbox, elevating urgent messages for prompt action, and track meeting materials, agendas, and other action items.
• Identify and add reminders for tasks that require action or follow‑up. Track to ensure such tasks are done.
• Maintain department lists including group email lists, staff contact information, staff work anniversaries, and create and manage members in the department’s Teams channels.
• Anticipate and advise on matters requiring attention due to conflicts.
• Schedule and coordinate travel arrangements, including preparation, follow‑up, and processing of expense reports aligned with RWJF’s travel and expense policy.
• Monitor department travel budget and elevate trends that help future approvals and budget requests.
• Coordinate proper back‑up coverage while away from the office and/or during absence(s) from work.
• Assist and respond to inquiries from department directors and colleagues as they arise.
• Help in the onboarding of new staff by scheduling appropriate meetings and providing temporary assistance when needed.
• Serve as VP and AVP’s frontline agent to colleagues and the public in representing the department and the Foundation in a professional manner.
• Interact and collaborate with others across the Foundation and with external consultants daily.
• Serve as VP and AVP’s agent in overall coordination of Program activities.
• As needed, attend meetings, prepare [CL1] agenda items, and provide administrative support.
• Proactively follow up on action items that arise from meetings.
• Perform research related to Foundation programming and administrative activities, as needed.
• Maintain correspondence and materials and provide information, as needed, to other foundations,…