Executive Assistant

160 Fifth Avenue
Full time
R0001370


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 Director.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES

• 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 foundation.
• 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 submission.
• Contact vendors for clarification on invoices and respond to vendor inquiries.
• 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 needed.
• Perform any other duties or tasks as assigned or required.

MINIMUM QUALIFICATIONS

Education

• Bachelor's degree required
• Exposure to scientific and finance terminology a plus

Experience

• Minimum of three years of administrative experience
• Minimum of three years of executive support

Related Skills & Other Requirements

• 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

COMPENSATION AND BENEFITS

• 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.

REQUIRED APPLICATION MATERIALS

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

THE SIMONS FOUNDATION'S DIVERSITY COMMITMENT

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.

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