What are the responsibilities and job description for the Administrative & Executive Assistant position at Schmidt Sciences?
The Role
As a member of Schmidt Sciences, a philanthropy dedicated to fostering the advancement of science and technology, the Operations As will support the operational excellence of Schmidt Sciences teams through administrative, logistical, and project support. You will work with the Office of the President to address the highest priority administrative tasks.
The ideal candidate is someone with a proven record of successfully managing heavy and complex calendaring across different time zones for events and meetings involving both staff and external partners and advisors, as well as being efficient at multitasking. They are a self-starter and an excellent communicator who is actively engaged in the evolving priorities of the team’s workflow and, therefore, able to problem-solve and work independently to meet administrative and event management needs. This position is a general administrative and operations support role; however, it is an excellent opportunity for someone looking to learn about philanthropic stewardship and who has an interest in the fields of science and technology.
Key Responsibilities
The scope of responsibilities will necessitate proactive work-planning and prioritization with executive team members, program leads and other external stakeholders. Tasks will vary and will frequently include short-term assignments. Broadly speaking, day-to-day responsibilities will include:
Executive Administrative Support - Principal
This is a non-exempt role that is entitled to overtime pay. The hourly range above converts to approximately 90k - 110k per annum.
Schmidt Sciences is a philanthropic initiative, founded by Eric and Wendy Schmidt. Schmidt Sciences uses a broad set of tools — including gifts, grants, investments, and startup activity — for charitable, educational, and commercial efforts with a public purpose.
Schmidt Sciences is an Equal Employment Opportunity employer that proudly pursues and hires a diverse workforce. We do not make hiring or employment decisions on the basis of race, color, religion or religious belief, ethnic or national origin, nationality, sex, gender, gender-identity, sexual orientation, disability, age, military or veteran status, or any other basis protected by applicable local, state, or federal laws or prohibited by Company policy. We strive for a healthy and safe workplace and strictly prohibit harassment of any kind.
As a member of Schmidt Sciences, a philanthropy dedicated to fostering the advancement of science and technology, the Operations As will support the operational excellence of Schmidt Sciences teams through administrative, logistical, and project support. You will work with the Office of the President to address the highest priority administrative tasks.
The ideal candidate is someone with a proven record of successfully managing heavy and complex calendaring across different time zones for events and meetings involving both staff and external partners and advisors, as well as being efficient at multitasking. They are a self-starter and an excellent communicator who is actively engaged in the evolving priorities of the team’s workflow and, therefore, able to problem-solve and work independently to meet administrative and event management needs. This position is a general administrative and operations support role; however, it is an excellent opportunity for someone looking to learn about philanthropic stewardship and who has an interest in the fields of science and technology.
Key Responsibilities
The scope of responsibilities will necessitate proactive work-planning and prioritization with executive team members, program leads and other external stakeholders. Tasks will vary and will frequently include short-term assignments. Broadly speaking, day-to-day responsibilities will include:
Executive Administrative Support - Principal
- Serve as back–up scheduler for the Principal in close coordination with Operations Administrator
- Prepare expense reports, book travel, and support preparation for internal and external meetings, ensuring that associated documentation is managed with attention to details
- Support internal team meetings - catering, reservations and manage all interrelated logistics
- Take notes and track next steps in internal team meetings
- Provide general administrative support as assigned
- Manage general scheduling request for Office of the President
- Support team-wide Weekly Coordination Meetings and Quarterly Retreats
- Support the prep and execution of convenings including pre and post event logistics (e.g., prepare checklists, process intake forms, submit attendee reimbursements, draft surveys, and track follow up tasks)
- Work with Program leadership as assigned by the Office of the President to support the highest priority administrative tasks
- Strong administrative, organizational, and time management skills
- Excellent oral and written communications skills with high attention to detail and accuracy
- Detailed knowledge of and demonstrated proficiency in using information management systems (Airtable is a plus)
- Possess a learning and growth attitude and open to constructive feedback
- Bachelor's degree plus a minimum of 3 years of work experience
- Have a track record of strong administrative aptitude, including meticulous attention information and data management, expense reports, and supporting large events and convenings
- Be based in the Schmidt Sciences offices in New York and be able to support onsite operations in the office on a regular basis as needed, following company policy and permitting circumstances
This is a non-exempt role that is entitled to overtime pay. The hourly range above converts to approximately 90k - 110k per annum.
Schmidt Sciences is a philanthropic initiative, founded by Eric and Wendy Schmidt. Schmidt Sciences uses a broad set of tools — including gifts, grants, investments, and startup activity — for charitable, educational, and commercial efforts with a public purpose.
Schmidt Sciences is an Equal Employment Opportunity employer that proudly pursues and hires a diverse workforce. We do not make hiring or employment decisions on the basis of race, color, religion or religious belief, ethnic or national origin, nationality, sex, gender, gender-identity, sexual orientation, disability, age, military or veteran status, or any other basis protected by applicable local, state, or federal laws or prohibited by Company policy. We strive for a healthy and safe workplace and strictly prohibit harassment of any kind.
Salary : $43 - $53
