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Administrative Specialist

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Simons Foundation

21d ago

  • Job
    Full-time
    Mid Level
  • Research & Development
    People, HR & Administration
  • New York
  • Quick Apply

AI generated summary

  • You need a bachelor’s degree or equivalent experience, 4+ years in high-level admin support, strong project management, travel coordination, and excellent communication skills.
  • You will manage correspondence, schedule meetings, prepare reports, update web content, coordinate events, and foster relationships internally and externally.

Requirements

  • Bachelor’s degree preferred, or equivalent work experience
  • At least 4 years of experience in high-level administrative support
  • Experience with project management is a plus
  • Experience coordinating travel, handling complex calendars for various high-level personnel, scheduling and hosting events and handling confidential information is necessary
  • Previous work in a research or academic setting is preferred
  • Knowledge of ecological and evolutionary biology is a plus
  • Highly resourceful team-player with the ability to be effective independently and complete projects with minimal oversight
  • Consistent accuracy, careful attention to detail and the ability to multitask and organize many complex assignments and activities simultaneously is required
  • Flexibility, initiative, and the ability to multitask when needed to support departmental activities
  • Excellent interpersonal, verbal and written communication skills
  • Mastery of word processing, PowerPoint and Excel spreadsheets
  • Familiarity with Cvent event management software, or similar is a plus
  • Resourcefulness and good judgment
  • Willingness to take responsibility and the capacity to function well with minimal oversight
  • A can-do spirit to help create a team culture

Responsibilities

  • File, create and respond to routine correspondence about the Life Sciences (LS) program.
  • Prepare expense reports and manage invoices, including honoraria, via Concur for internal staff as well as external vendors (consultants, reviewers, visitors, etc.).
  • Schedule and provide support during team meetings; take and distribute meeting minutes.
  • Take proactive responsibility for the coordination of the division’s activities within and outside of the Simons Foundation; effectively manage and maintain LS leadership and general LS calendars, schedule appointments.
  • Manage the division’s presence on the foundation’s intranet including consistent updating of LS meeting and events.
  • Coordinate small review meetings and workshops including polling for availability, collecting meeting materials, coordinating Simons Foundation/Flatiron Institute leadership calendars and managing workshop participants and panelists through the life of the event.
  • Assist with large annual meetings and annual Life Sciences advisory board meetings as needed.
  • Assist Executive Vice President with budgeting and special projects, as needed.
  • Manage the Life Sciences webpages on simonsfoundation.org, in coordination with the digital communications team.
  • Foster and build good working relationships, both internally and externally. The Administrative Specialist must be able to work well with a variety of people.
  • Serve as liaison or main point of contact between staff and division visitors and guests, coordinating meetings and special events.
  • Contribute to LS communications through the creation of presentation slides, drafting of memos and invitations, and editing.
  • Perform any other duties or tasks as assigned or required.

FAQs

What is the employment status for the Administrative Specialist position?

The position is a full-time role based on-site at the Simons Foundation's New York City offices.

What are the primary responsibilities of the Administrative Specialist?

The Administrative Specialist will support the financial, clerical, and administrative operations of the Life Sciences grants division, including scheduling meetings, processing reimbursements, managing the division’s calendar, and coordinating workshops.

What qualifications are required for this position?

A Bachelor’s degree is preferred, or equivalent work experience, along with at least 4 years of experience in high-level administrative support.

Is knowledge of ecological and evolutionary biology required?

While knowledge of ecological and evolutionary biology is a plus, it is not a strict requirement for the position.

Are there opportunities for professional development within this role?

Yes, the role may involve assisting with special projects and initiatives, providing opportunities for professional growth.

What software skills are necessary for the Administrative Specialist role?

Proficiency in word processing, PowerPoint, Excel spreadsheets, and familiarity with event management software like Cvent is preferred.

What is the expected salary range for this position?

The annualized compensation range for the Administrative Specialist position is $75,000 – $85,000, depending on experience.

Can the Administrative Specialist work independently?

Yes, the position requires a highly resourceful team player who can effectively work independently and complete projects with minimal oversight.

What materials are required to apply for this position?

Applicants must submit a résumé and a cover letter stating their interest in the position.

Does the Simons Foundation have a commitment to diversity and inclusion?

Yes, the Simons Foundation is committed to advancing diversity in the scientific community and provides equal opportunities to all applicants without regard to protected categories.

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Simons Foundation

Our mission is to advance the frontiers of research in mathematics and the basic sciences.

Government
Industry
201-500
Employees
1994
Founded Year

Mission & Purpose

The Simons Foundation’s mission is to advance the frontiers of research in mathematics and the basic sciences. Since its founding in 1994 by Jim and Marilyn Simons, the foundation has been a champion of basic science through grant funding, support for research and public engagement. We believe in asking big questions and providing sustained support to researchers working to unravel the mysteries of the universe. The Simons Foundation makes grants in four areas: Mathematics & Physical Sciences, Life Sciences, Autism & Neuroscience, and Science, Society & Culture. Our Flatiron Institute was opened in 2016 and conducts scientific research in-house, supporting teams of top computational scientists.