160 Fifth Avenue
The Executive Assistant will support the administrative needs of
three senior staff at the Simons Foundation Autism Research
Initiative (SFARI): the Senior Vice President and Senior Scientist,
SFARI; the Vice President, Cohorts and Biorepositories, SFARI (to
be hired); and the Director, Finance and Administration, SFARI,
Neuroscience, and Informatics. The Executive Assistant must be able
to proactively anticipate the needs of the senior staff members
they will support, be comfortable working in a collaborative
fast-paced environment and be accountable to multiple stakeholders.
The Executive Assistant reports to the SFARI Senior Executive
Assistant & Administrative Manager and will divide their time
approximately evenly supporting the activities of the SVP, VP, and
- Take proactive responsibility for the coordination of
work-related activities for the SVP and VP. Be knowledgeable about
activities to ensure calendars are effectively maintained,
appointments are appropriately scheduled and travel and conference
arrangements are properly made.
- Act as the first point of contact, including screening
telephone calls, fielding inquiries and requests and responding to
or referring as appropriate.
- Prepare and respond to routine correspondence.
- Assist with organizing meetings, ensuring that the SVP and VP
are prepared with required materials.
- Attend meetings and take meeting minutes, documenting the
outcomes and action steps of key meetings.
- Foster and build good working relationships and strong networks
with a variety of people both externally and internally within the
- Perform various other administrative tasks, such as expense
reporting, archiving, etc.
- Take on special projects as needed.
- Process invoices, expense reports and related transactions in
Concur. Ensure accuracy of all transactions prior to
- Contact vendors for clarification on invoices and respond to
- Assist with processing of routine contracts.
- Route documents for signature and electronically file and
archive all executed agreements.
- Provide administrative support to the SFARI Collections team,
including creating agendas, taking meeting minutes and support of
overall activities of the team.
- Serve as the point of contact for assigned inquiries via the
Zendesk ticketing system. Escalate or follow up as needed to
resolve all inquiries in a timely manner, with assistance from the
SFARI Collections Project Coordinator and Project Manager as
- Perform any other duties or tasks as assigned or required.
- Bachelor's degree required
- Exposure to scientific and finance terminology a plus
Related Skills & Other Requirements
- Minimum of three years of administrative experience
- Minimum of three years of executive support
COMPENSATION AND BENEFITS
- Sound judgment and discretion
- Punctual and reliable
- Excellent interpersonal skills with all levels of the
organization and external communities
- Excellent oral and written communication skills
- Ability to work independently and anticipate the needs of
management based on commitments, calendar and workload
- Strong administrative and organization skills with attention to
detail and ability to balance workload under deadlines and multiple
commitments while proactively anticipating needs
- Strong experience with Microsoft Office applications,
particularly, Word, Excel and PowerPoint
- Solution-focused and able to solve problems effectively
- Ability to work well with and adapt to diverse personalities
and communication styles
- Commitment to the mission of the Simons Foundation to advance
basic science and mathematics
REQUIRED APPLICATION MATERIALS
- The full-time annual compensation range for this position is
$80,000 - $100,000, depending on experience.
- In addition to competitive salaries, the Simons Foundation
provides employees with an outstanding benefits package.
THE SIMONS FOUNDATION'S DIVERSITY COMMITMENT
- Please submit a rsum and cover letter stating your interest in
Many of the greatest ideas and discoveries come from a diverse mix
of minds, backgrounds and experiences, and we are committed to
cultivating an inclusive work environment. The Simons Foundation
actively seeks a diverse applicant pool and encourages candidates
of all backgrounds to apply. We provide equal opportunities to all
employees and applicants for employment without regard to race,
religion, color, age, sex, national origin, sexual orientation,
gender identity, genetic disposition, neurodiversity, disability,
veteran status, or any other protected category under federal,
state and local law.