Program Administrative 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 well-being, 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 ity, 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 the nation’s most pressing health issues. The Foundation offers a collaborative, collegial, and creative work environment.

With a career at the Robert Wood Johnson Foundation, you will make a difference.

Reporting directly to the senior manager, Foundation Services, program administrative assistants (PAAs) support staff by (1) assisting program staff in carrying out administrative and program-related duties; (2) providing a wide range of administrative support including complex calendar management, travel coordination, meeting and event planning, and special projects as assigned; and (3) maintaining an informed, highly proactive and responsive relationship to the program staff both on-site and remotely.

While the program administrative assistant can be primarily based at one of the Foundation’s three offices (our headquarters in Princeton, N.J., New York City, or Washington, D.C.), this is not a remote position. The program administrative assistant will be required to visit the Princeton office as defined by the Foundation’s return-to-work policies still to be determined.

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.

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 Ring Central and Zoom is preferred.

Knowledge and understanding…