Executive Assistant - Operations

Overview

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, 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.

ABOUT THIS OPPORTUNITY

Reporting to the associate vice president (AVP), Operations, the executive assistant, Operations, provides seasoned, high-level, and confidential administrative and operational support to the Chief Operating Officer (COO), associate vice president, Operations, and other members within the Office of the Chief Operating Officer (OCOO) and performs a variety of specialized and complex administrative and executive duties in support of the Operations unit.

The executive assistant’s core duties include:

• 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.

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.

ESSENTIAL JOB RESPONSIBILITIES

Executive Operations and Calendar Management

• Strategically manage complex calendars for the Chief Operating Officer (COO) and Associate Vice President (AVP), Operations.
• Serve as the COO’s principal 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.

Events, Meetings, and Logistics

• 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.

Information and Document Management and Technology and Tools

• Organize, track, and maintain centralized OCOO documents, templates, correspondence, internal policies and processes,…