ABOUT THE FOUNDATION
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 at RWJF. Equity, 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.
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.
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.
Events, Meetings,andLogistics
Support the planning and execution of staff and team engagement events, retreats, meetings, and special projects.
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.
Finance, Contracts, and Procurement
Manage the President’s Staff Grant Awards tracker andsubmitrequests on behalf of the COO, AVP, Operations, and OCOO staff.
Communication and Correspondence
Apply an equity-centered lens to communication, scheduling, information flow, and interested party engagement.
RelationshipandAdministrative Coverage Management
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.
Proficiencyin the use of Microsoft Office Suite,especially Microsoft Excel, PowerPoint, Word, Forms, Teams, portable devices,and general office equipment. Ability to learnnew technology.
PHYSICALREQUIREMENTS/WORKING CONDITIONS
Theincumbentwill perform job duties in a typical business office environment. Specific physical abilities required by this job include operating basic office equipment.The incumbent willbe requiredto attendand/or supportmeetingsand engagementsboth in person and off-site via phone or videoconference. Reasonable accommodationsmay be made to enable individuals with disabilities to perform essential functions.RWJF is an Equal Opportunity Employer.
POSITION’S ASSIGNED OFFICELOCATION
This position is assigned to our Princeton, N.J.office.
HYBRID: FLEXIBLE PURPOSE (HFP) EXPLAINED
As of January 1, 2023, the Foundation has implemented a model we call Hybrid: Flexible Purpose (HFP). RWJF’s new operating model is the infrastructure (e.g., policies, practices, protocols, procedures, systems) that forms the basis for how the day-to-day operations aremanaged,culture is built and nurtured, and mission is delivered. This model is designed to meet the needs of the organization while giving employees as much flexibility as possible. On-site participation isdeterminedby job responsibilities, organizational and team-level requirements, and mandatory gatherings throughout the year. While there are no fixed days per week, all employees are expected to plan their time on-site and cover commuting expenses as needed to meetthoseexpectations.Learn more about our operating model and in-office requirements.
The non-negotiable starting salary for this position is $76,700. Candidateswhosedirectly-relatedexperienceexceedstheminimumrequirementsoutlined abovemay beoffered a salary up to $84,370, depending on the depth and relevance of that experience. All salary offers are non-negotiable.
A transition stipend is providedtoall new hires to aid in costs related to transitioning to a new job.
APPLICATION DEADLINE
Monday, June 15, 2026, at 10 a.m. ET.
