ABOUT THIS OPPORTUNITY

Reporting to theassociate vice president(AVP),Operations, the executive assistant,Operations, providesseasoned, 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 performsa variety of specialized and complex administrative and executive duties, which frequently involves serving as a liaison with internal/external staff/trustees/grantees/consultants and government/business officials in support of the Operationsunit.The executive assistant’s core duties include

1. Exercisea high levelof 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

2. Anticipate, adapt, and respond to changing dynamics and circumstances related to COO matters and Operations priorities andobjectives

3. Build relationships and work cooperatively with other administrative support staff to provide appropriate coverage and support and coordinate schedulingfor theCOO,theAVP, Operations,theOCOO 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

4. Drive coordinationfor preparation ofBoardof Trusteeengagement support for COO, senior leadership,and people leaders’ engagement, as well assupport formeeting planning to AVP, Operations,along with support on equity transformation processas it intersectswithOperations goals, outcomes, andobjectives

As with staff at all levels of RWJF, theexecutive assistantis expected todemonstratea passionate commitment to equity and the Foundation’s mission andGuiding 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, ensuring priorities are sequenced appropriately, addressedin a timely manner, and leaders’ time is focused on high-impact strategic matters.

• Serve as the COO’sprincipleadministrative 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 andsubmitexpenses accurately andin a timely manner

• Gather and prepare materials for meetings by coordinating with departments, researching information and issues, developingbackgrounders, 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, includingmaintainingcontact lists, coordinating meetings and engagements, andmaintainingan annual event/conference/meeting list for networking opportunities.

• Anticipate executive needs and proactively surface information, risks, or follow-ups to support effectivedecision making

Events, Meetings,andLogistics

• CoordinatepreparationofBoard engagement support for the COO, including committee meetings and updates to department materials for newTrustees.

• 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, andmaintainaction item lists for any assigned projects or role within a workflow and follow up with theappropriate staffto ensure tasks are documented, tracked, addressed, and closedin a timely manner

• Support the implementation of cross-functional initiatives led by the COO, AVP, or managed by the Project Management Specialist by coordinatinglogistics, information flow, and progress tracking.

Information and Document ManagementandTechnology and Tools

• Organize, track, andmaintaincentralized OCOO documents, templates, correspondence, internal policies and processes, and shared resources (e.g., SharePoint, internal systems)

• Read, screen, and prepare responsesto incoming correspondence and reports, asappropriate; assess priority and sensitivity;determinerouting; andmanage follow-up through an established tracking and feedback system to ensuretimelyclosure. Handle some matters directly or forwardappropriate materialsas needed.

• Leverage technology and digital tools to improve workflows and strengthen information flow.

Finance, Contracts, and Procurement

• Serve as the Primary Sourcing Owner for Office of the COO contracts, including vendor setup andinvoiceprocessing.

• Support the contract review workflow andmaintaintracking system for materials requiring COO review and/or signature

• Manage the OCOOinvoicesshared mailbox, responding to vendor inquiries and invoice submissions.

• Manage the President’s Staff Grant Awards tracker andsubmitrequests on behalf of the COO, AVP, Operations, and OCOO staff

• Support financial and administrative record-keeping and OCOO-related initiatives in alignment with Foundation policies.

Communication and Correspondence

• Provide coverage in the coordination and tracking of Operationsunit communications and staff engagement events and initiatives.

• Draft content for internal communications channels and helpmaintainSharePoint site(s).

• Send email correspondence on behalf of the COO.

• Apply an equity-centered lens to communication, scheduling, information flow, and interested party engagement.

RelationshipandAdministrative Coverage Management

• Build relationships and work collaboratively with other administrative support staff to provideappropriate coverageand support.

• Serve as a liaison toother executiveassistantsFoundation-wide and Human Resources to coordinate administrative coverage, share best practices, support learning and development opportunities, and update/create/improve administrative coverage processes.

Other Responsibilities

• Perform other duties as assigned to support the effective functioning of the Office of the COO and Operationsunit.

• Support Executive unit work, as needed.

MINIMUM REQUIREMENTS

• Commitment to racial and health equity andtothe Foundation’s vision, values, andGuiding Principles

• A combination of education and/or experience equivalent to a bachelor’s degree.

• Minimum of five (5)yearsrelated experience in executive office,performing management and administrative tasks supporting multiple staff members.

• Strong project planning, organization, and time management abilities.Canprioritize and handle multiple tasks and needs simultaneously.

• Proficiencyin the use of Microsoft Office Suite,especially Microsoft Excel, PowerPoint, Word, Forms, Teams, portable devices,and general office equipment. Ability to learnnew 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 toanticipateissues and needs.

• Strong proofreading and editing skills.

• Adept writing skills with the ability toeasily, efficiently,and effectively write correspondence and memoson behalf of senior executive(s).

• Strong communicationskills—verbalandwritten including proofreading and editing skills.

• Strongdecisionmakingand problem-solving skills with proactive attention to detail.

• Can work under minimum guidance using initiative and independent judgment.

• Able torepresentoffice 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 Make decisions, justify recommendations,beresponsiveand clear.

• Maintaina high levelof discretionandconfidentiality.

• Havea 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 forBoard 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 tocomplete a worksample/exerciseas part of the interview process.  

• Candidates whose experience exceeds theminimumrequirements will be givenparticular considerationfor a higher placement within the salary range

• 7+ years ofadministrative 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.

TRANSITION STIPEND

A transition stipend is providedtoall new hires to aid in costs related to transitioning to a new job

HOW TO APPLY

• Applicants shouldsubmita resume andrequiredletter of interest by the stated deadline.

• Internal RWJF applicants shouldsubmita resume and letter of interest through the Internal Jobs HubappinWorkday.

APPLICATION DEADLINE

Monday, June 15, 2026, at 10 a.m. ET.