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Administrative Specialist

Simons Foundation
On-site, Work must be performed in or near New York, NY
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  • Details

    Job Type:
    Full Time
    Education:
    4-Year Degree Required
    Experience Level:
    Mid-level
    Salary:
    USD $75,000 - $85,000 / year

    Description

    Administrative Specialist POSITION SUMMARY Science, Society & Culture (SSC) seeks an administrative specialist to assist in the execution of SSC events, calendar management for the senior vice president and the SSC team and general operations support for the SSC division.The ideal candidate will have experience working in small but fast-moving teams and deftly balancing multiple tasks at once. The administrative specialist will report to the program director of SSC. The administrative specialist will oversee the planning and execution of administrative components for SSC events, including the annual awardee summit, programmatic retreats and convenings, awardee and partner networking events, the annual SSC advisory board meeting and ad hoc events as needed. This position will not involve work on the Simons Foundation public events series. This role's responsibilities also include supporting the SVP and SSC team in managing all operations and administrative-related tasks. This includes managing the SVP's calendar (and the SSC team's calendar when needed) and some correspondence, completing expense reports and honoraria, tracking division budgets, taking detailed meeting notes, executing contracts and invoices and more. The ideal candidate will have a demonstrated passion for operations and events management. An enthusiasm for the division's mission of engaging the public with science is required, as well as an ability to respect a wide range of viewpoints and life experiences. This position is a full-time position based on-site at the Simons Foundation's New York City offices. Visit theSimons Foundation career pageto learn more. Role and responsibilities:

    Independently plan and lead administrative components for all SSC events, including the annual awardee summit, community building events, the annual advisory board meeting and more

    Manage logistics and coordination of the team's activities

    Manage the SVP's calendar, including scheduling meetings and assisting with correspondence

    Act as a first point of contact for key stakeholders, awardees, and external partners when needed

    Execute contracts and invoices for the SSC team, liaising with external vendors and internal operations teams at the Simons Foundation

    Complete expense reports for the SSC team

    Track the SSC division's annual budgets

    Build and maintain relationships with internal operations divisions at the foundation, SSC awardees, key external vendors and more

    Manage the storing and archiving of various files, slideshow presentations, storytelling and marketing collateral, etc. for the SSC division

    Take detailed and comprehensive notes for various meetings

    Perform any other duties or tasks as assigned or required. MINIMUM QUALIFICATIONS Education

    Bachelor's degree Experience

    At least 5 years of combined relevant experience in high-level administrative support

    Experience with events management and project management is a plus

    Experience with public engagement in the sciences is a plus Required skills and experience:

    Ability to prioritize and adapt to the demands of projects, while meeting deadlines across all active projects andremaining flexible, calm and focused

    Enthusiasm about the initiative's mission, with a demonstrated passion for the importance of science to society and creative science outreach

    Strong communication and organizational skills, with a specific focus on attention to detail; anticipate needs and problem solve; ability to speak comfortably and clearly with external stakeholders

    Experience with project management software (specifically Airtable)

    Experience with expense software like Concur and events software like Cvent is a plus Required Application Materials

    Include a resume and cover letter describing your interest in the position Compensation & Benefits

    The full-time annual compensation range for this position is $75,000 - $85,000 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. 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. To apply, please visit: https://simonsfoundation.wd1.myworkdayjobs.com/simonsfoundationcareers/job/160-Fifth-Avenue-New-York-NY/Administrative-Specialist_R0001875 jeid-bf0715b5c0121e4eb5448e953d3321c9

    Administrative Specialist POSITION SUMMARY Science, Society & Culture (SSC) seeks an administrative specialist to assist in the execution of SSC events, calendar management for the senior vice president and the SSC team and general operations support for the SSC division.The ideal candidate will have experience working in small but fast-moving teams and deftly balancing multiple tasks at once. The administrative specialist will report to the program director of SSC. The administrative specialist will oversee the planning and execution of administrative components for SSC events, including the annual awardee summit, programmatic retreats and convenings, awardee and partner networking events, the annual SSC advisory board meeting and ad hoc events as needed. This position will not involve work on the Simons Foundation public events series. This role's responsibilities also include supporting the SVP and SSC team in managing all…

    Location

    On-site
    New York, NY, United States

    How to Apply

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