POSITION SUMMARY

The Office of the President is seeking an experienced Executive Assistant for day-to-day and ad-hoc responsibilities including overseeing executive calendars; coordinating start-to-finish administrative logistics for events, meetings and appointments; managing projects; and working with multiple internal and external stakeholders. Supporting the Office of the President, the Executive Assistant must be able to proactively and discreetly anticipate the needs of the senior staff members with whom they will collaborate or support, be comfortable working in a fast-paced environment and capably determine, delegate or manage competing priorities and deadlines. The Executive Assistant reports to the Chief of Staff.

This position is a full-time position based on-site at the Simons Foundation’s New York City offices. Visit the Simons Foundation career page to learn more.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES

General support to the Office of the President

• Plans, coordinates and hosts various internal and external executive functions, including biweekly leadership meetings and three annual scientific leadership meetings. Takes and distributes meeting minutes.
• Acts as a first point of contact, including screening telephone calls, fielding inquiries and requests and responding to or referring on as appropriate.
• Greets and hosts guests and visitors of the Office of the President
• Provides direct support to the President when the executive assistant to the President is unavailable or out of the office, which includes managing all aspects of the President’s calendar and correspondence.

Support to Chief of Staff

• Plan, coordinate and host various workshops and conferences. Collect meeting materials, create agendas, order catering, coordinate internal calendars and troubleshoot issues as they arise. Provide day-of event support as needed, which may require work outside of normal business hours.
• Process invoices, expense reports and related transactions in Concur and honorariums with Accounts Payable.
• Prepare travel arrangements for the Office of the President’s research staff, visitors and interns, liaising with a travel agency, coordinating schedules, as well as supporting guests during their visits. 
• When requested, attend meetings and take meeting minutes documenting outcomes and action steps.
• Manage projects and correspondence, ensuring timely follow-up.
• Update associated webpages with scientific highlights and other related content.
• Onboard new team members, including conducting a tour of the office and providing necessary equipment and resources.
• Contribute to the seamless execution of a summer school program by coordinating interviews, seminars (including twice-weekly setup), graduate school tours, enriching educational excursions, student onboarding, events (including an opening bootcamp and closing ceremony with student presentations), twice-monthly lunches and providing daily student support during the summer.
• Assist with correspondence, A/V, presentations and other ad-hoc tasks.

Additional executive and ad-hoc support

• Provide basic administrative support for the Chief Operating Officer and General Counsel, such as calendaring and occasional correspondence.
• Act as a first point of contact, including screening telephone calls, fielding inquiries and requests and responding to or referring on as appropriate.
• Coordinate visits for external guests and provides support during their visit
• Prepare travel arrangements, as needed
• Foster and build good working relationships and strong networks with a variety of people both externally and internally.
• Assist with founder-related and other special tasks or projects.
• Perform any other duties or tasks as assigned or required.

MINIMUM QUALIFICATIONS
Education

• Bachelor’s degree preferred, or equivalent experience

Experience

• Minimum of five years of administrative experience
• Minimum of three years of executive support
• Prior experience working in a non-profit organization or academic institution is preferred

Related Skills & Other Requirements

• Sound judgment and discretion
• Punctual, accountable, and reliable
• Excellent oral and written communication skills 
• Excellent interpersonal skills with all levels of the organization and external communities. Ability to work well with and adapt to diverse personalities and communication styles
• Ability to work independently and proactively anticipate the needs of management while balancing commitments, calendar and workload under deadlines
• Strong organization skills with attention to detail
• Strong experience with Microsoft Office applications, particularly Word and PowerPoint
• Solutions-focused and able to solve problems effectively
• Commitment to the mission of the Simons Foundation to advance basic science and mathematics

COMPENSATION AND BENEFITS

• The full-time annual compensation range for this position is $85,000 – $110,000, depending on experience.
• In addition to competitive salaries, the Simons Foundation provides employees with an outstanding benefits package.

REQUIRED APPLICATION MATERIALS

• Please submit a resume and cover letter stating your interest in the position.

Our Commitment to Expanding Pathways to Science & Opportunities for All

Many of the greatest ideas and discoveries come from a diverse mix of minds, backgrounds, and experiences. The Simons Foundation is committed to advancing basic science and mathematics to benefit humankind and expand our collective understanding of our world. As part of our mission, we support partners, programs, and initiatives that seek to broaden the scientific community and open pathways to science and mathematics careers.

The Simons Foundation provides equal opportunities to all applicants without regard to race, religion, color, age, sex, pregnancy, national origin, sexual orientation, gender identity, genetic disposition, neurodiversity, disability, veteran status, or any other protected category under federal, state, and local law.