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 the Simons Foundation career page to 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 and remaining 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 résumé 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.