Administrative Specialist

POSITION SUMMARY Life Sciences at the Simons Foundation is innovating and building new programs in the areas of ecology and evolution, as we seek to advance understanding of the natural world around us. These will include collaborative research projects around the globe, fellowship programs to support young researchers and efforts aimed at applying novel tools to address pressing eco-evolutionary questions. We are looking for a curious and creative Administrative Specialist to contribute as we shape this program. Reporting to the Executive Vice President for Life Sciences, the Administrative Specialist will be responsible for supporting the financial, clerical and administrative operations of the Life Sciences grants division. This individual will coordinate the activities of a busy division, including planning review meetings, assisting with large annual meetings, arranging team travel, processing reimbursements and honoraria payments, and managing logistics for small seminars and workshops. The Administrative Specialist will be an integral part of the division's administrative processes.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.ESSENTIAL FUNCTIONSRESPONSIBILITIESFile, 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 FoundationFlatiron 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 , 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 editingPerform any other duties or tasks as assigned or required.MINIMUM QUALIFICATIONSEducationBachelor's degree preferred, or equivalent work experienceExperienceAt least 4 years of experience in high-level administrative supportExperience with project management is a plusExperience coordinating travel, handling complex calendars for various high-level personnel, scheduling and hosting events and handling confidential information is necessaryPrevious work in a research or academic setting is preferredKnowledge of ecological and evolutionary biology is a plusRelated Skills & Other RequirementsHighly resourceful team-player with the ability to be effective independently and complete projects with minimal oversightConsistent accuracy, careful attention to detail and the ability to multitask and organize many complex assignments and activities simultaneously is requiredFlexibility, initiative, and the ability to multitask when needed to support departmental activitiesExcellent interpersonal, verbal and written communication skillsMastery of word processing, PowerPoint and Excel spreadsheetsFamiliarity with Cvent event management software, or similar is a plusResourcefulness and good judgmentWillingness to take responsibility and the capacity to function well with minimal oversightA can-do spirit to help create a team cultureREQUIRED APPLICATION MATERIALSPlease submit a rsum and cover letter stating your interest in the PENSATION AND BENEFITSThe annualized 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 packageOur Commitment to Expanding Pathways to Science & Opportunities for AllMany 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.

Created: 2025-02-28