Executive Assistant, Office of the President

POSITION SUMMARY 

The Executive Assistant will be the first point of contact for the Office of the President. They must be able to administratively support activities within the Office of the President and proactively anticipate senior leadership’s needs including the President, Chief Operating Officer, Chief Scientific Officer, and Chief of Staff. The Executive Assistant will liaise with prominent leaders and scientists, as well as senior executives from the public and private sectors. They must be comfortable acting as a professional representative of the President’s office and the Simons Foundation.

This 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

• Act as the first point of contact. Screen telephone calls, inquiries, and requests and manage or refer, as appropriate.

• Manage contacts, lists, and databases. Ensure completeness and accuracy of all electronic data. 

• Prepare and respond to routine correspondence.

• Coordinate the Office of the President’s activities within and outside of the Simons Foundation. Develop knowledge about strategic priorities in order to effectively maintain calendars, schedule appointments, and make travel and conference arrangements.

• Assist with organizing meetings, ensuring that senior leadership is prepared with required materials. Attend meetings and prepare minutes as requested.

• Manage the organization of business dinners and smaller events.

• Attend to the President’s personal business, as needed. This may involve correspondence, interacting with staff outside the foundation, bill payment and account reconciliation, coordinating travel, planning and managing events, and other scheduling.

• Draft high-quality letters, reports, concept notes, and presentation materials and work with senior leadership on final versions. 

• Provide project support for Board and Committee responsibilities as requested.

• Foster and build good working relationships, both internally and externally. Work collaboratively with a variety of people and build bridges within the organization.

• Perform administrative tasks such as expense reporting and filing

• Conduct research and take on special projects, as needed. 

• Perform other duties or tasks as assigned or required.  

MINIMUM QUALIFICATIONS

Education

• Bachelor’s degree

Experience

• Minimum of 8 years of experience as a high-level administrative professional or executive assistant. Foundation, philanthropic, non-profit, medical, science or grantmaking experience is a plus

Related Skills & Other Requirements

• Ability to maintain a composed and highly professional presence appropriate to the standards of the Office of the President  

• Sound judgment, punctuality and reliability

• Ability to maintain a high level of confidentiality and discretion

• Excellent interpersonal skills with all levels of the organization and external communities

• Excellent verbal and written communication skills. Ability to prepare meeting minutes and document outcomes / action steps of key meetings is a plus.

• Ability to work independently and anticipate the needs of management based on commitments, calendar, and workload

• Strong administrative and organizational skills with consistent accuracy and careful attention to detail

• Ability to organize and balance workload under deadlines and multiple commitments

• Strong computer skills, particularly in email, word processing, and spreadsheets

• Enthusiasm for contributing to a worthwhile mission

Physical Requirements

• Move throughout several nearby office buildings to greet guests, set up meetings, and deliver items.

REQUIRED APPLICATION MATERIALS

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

COMPENSATION AND BENEFITS

• The full-time annual compensation range is $100,000 to $125,000 depending on experience.

• In addition to competitive salaries, the Simons Foundation provides employees with an outstanding benefits package.

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.