Senior Executive Assistant

Our client, a prestigious Laboratory in Princeton, NJ is hiring for Senior Executive Assistant. The Senior Executive Assistant (EA) to the Chief Research Officer (CRO) and Deputy Chief Research Officer (DCRO) will support the CRO-DCRO to execute the organization’s research goals. The EA manages the calendar, correspondence, travel, and expenses of the CRO-DCRO to ensure that both are focused on tasks that service key research programs and strategic priorities for the organization. In addition, the EA helps manage programs and initiatives that fall under the CRO-DCRO’s purview. An important responsibility is to ensure that research programs and long-range scientific strategic information is communicated in a timely, accurate and appropriate manner. The EA will also ensure the CRO-DCRO is made aware of issues that need immediate attention. The ideal candidate will demonstrate outstanding organizational and multitasking skills, a proactive approach, and particular attention to detail. This is a Direct Hire, full time position that is fully on site.

Position Overview & Responsibilities:

• Manage calendars proactively to make effective and efficient use of time
• Provide complex, diverse and confidential administrative support
• Assist in the administration of the Director’s office, including scheduling meetings, arranging travel, greeting guests and other tasks as assigned
• Draft original and routine correspondence for signature
• Coordinate, create, edit and assemble slides for presentations and assists with collecting and effectively presenting executive-level information
• Arrange department and group meetings ensuring all necessary information and support is available
• Ensure that meetings and events are listed on calendars and posted on the web site
• Assist in tracking department level projects, activities and results
• Manage travel arrangements, prepare itineraries, track and reconcile expenses and submit expense reports in a timely manner
• Improve quality results by studying, evaluating, and redesigning processes; implementing changes as directed
• Assist in tracking department level projects, activities and results
• Manage travel arrangements, prepare itineraries, track and reconcile expenses and submit expense reports in a timely manner
• Improve quality results by studying, evaluating, and redesigning processes; implementing changes as directed
• Lead or participate on project teams related to a range of research matters
• Organize and prioritize large volumes of information, calls and email. Take messages and/or field / answer all routine and non-routine questions
• Develop and maintain appropriate document filing systems, perform the role of records management coordinator for the CRO-DCRO, and ensure compliance with records retention procedures
• Assist with office management responsibilities in the EMT, collaborating with other EAs
• Coordinate events, both on and off site as needed
• Support the EA for the Laboratory Director and/or other EMT members and act as a backup when needed
• Order and maintain office supplies and equipment as needed or requested
• Working with HR, coordinate applicant information for positions sponsored and/or supervised by the CRO-DCRO including those in the Research Support Office, research department leadership, research fellowships (GEM, Ellis, SSI), and other hiring-related activities including scheduling and coordinating interviews.
• Maintain and update the Research website; create new web pages upon request
• Coordinate all Research-related e-mail lists and google groups and documents
• Work closely with human resources to ensure that HR research staff information and departmental assignments are consistent with the research organizational structure and e-mail lists / google groups
• Develop, maintain, and update a list and calendar of research awards, help identify eligible award candidates and possible nominators, and facilitate and promote the nominations of researchers for awards.
• Manage the senior scientist program (for research retirees) including collecting applicant data, assigning department heads as hosts, soliciting research council voting on senior scientist nominations, archiving nomination materials, and tracking the renewal and expiration of senior scientist program agreements.
• Administrator for the Colloquium Committee
• Serve as advisor to the CRO-DCRO regarding selection of committee members
• Organize and participate in meetings to discuss speakers and topics
• Serve as primary point of contact for speakers including travel coordination, lodging, and honoraria
• Notify main campus and local academic institutions about upcoming colloquia
• Update guidelines and regulations for both speakers and committee members
• Maintain Colloquium websites
• Administrator for Research Council Meetings
• Coordinate with videoconferencing to ensure electronic support during meetings
• Serve as webmaster for Research Council website and google groups
• Point of contact for monthly videoconferences
• Maintain video-conference google group / email list and calendar invites
• Solicit research department heads and staff for presentation ideas
• Coordinate availability of FES program managers and/or the Princeton Site Office (PSO) to receive relevant presentations
• Inform/remind speakers about deadlines for presentation materials
• Archive all presentation materials for future PPPL and FES access
• Administrator for Performance Evaluation / Salary Promotion Cycle
• Establish schedule and organize meetings for peer reviews of RM-2 and higher ranked Research staff
• Notify Research staff regarding their responsibilities as nominators and seconders
• Compile list of prior Peer Group Committees to support formation of peer committees
• Working with HR, serve as the point of contact for promotion eligibility information, e.g. date of hire, years in rank, etc.
• Prepare confidential files on promotion candidates; CVs, presentations, bibliographies, external references, etc.
• Ensure internal letters of recommendation are prepared on a timely basis
• Coordinate with HR to provide hiring and promotion materials to Princeton University
• Notify Research staff of successful promotions
• Draft promotion / hiring recommendation memos to the laboratory director
• Administrator for Research Staff Personnel Assignments
• Schedule preparatory meetings with P&C officers and department heads
• Work with P&C officers and department heads to record and update assignments and changes on master assignment spreadsheets, and to assist in resolution of assignment issues.
• Manage and process new applications to the program and keep up-to-date records of the program membership and status
• Coordinate with / provide information to main campus as needed regarding ASA membership in the program
• Administrator for Monthly Research Seminar Series (review committee members – normally the departmental seminar leaders)
• Primary point of contact for speakers.
• Maintain seminar series website including timely archival of all presentation materials

Required:

• Must be highly proficient with a variety of computer software applications in word processing, spreadsheets, database and presentation software (MSWord, Excel, Access, PowerPoint, and Google docs, sheets, slides, and calendar), email, database use and creation, and creation of web pages.
• Excellent written and oral communication skills, including the ability to accurately draft correspondences and other communications quickly with minimum direction
• Must be able to interact and communicate with a diverse community, Government and University officials