Overview

The Executive Assistant to the Deputy Director for Research (DDR) and Chief Scientist (CS) will support the DDR and CS to execute the organization’s research goals.  The Executive Assistant manages the calendar, correspondence, and travel of the DDR and CS to ensure that both are focused on tasks that service key research program and strategic priorities for the organization.  An important responsibility is to ensure that research program and long-range scientific strategic information is communicated in a timely, accurate and appropriate manner. The Executive Assistant will also ensure the DDR is made aware of issues that need immediate attention.

Responsibilities

 

Independently and proactively provide support and anticipate needs of DDR and CS – 40%

• Manage DDR and CS 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 DDR’s signature.
• Manage deliverables for the DDR and provide any necessary reporting.
• Collect and prepare information for use in discussions and meetings of Executive staff and outside individuals as well as department team.
• 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 are listed on calendars and posted on the PPPL web site. 
• Schedule Director’s Conference Room and B-318 Conference room reservations. 
• 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 re-designing processes; implementing changes as directed.
• Lead or participate on project teams related to a range of research matters
• Support the DDR’s participation in staff meetings, departmental meetings, Senior Management meetings, and Department of Energy meetings; record meeting minutes and follow up action items related to such meetings
• Organize and prioritize large volumes of information, calls and email. Takes messages 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 DDR and CS, and ensure compliance with records retention procedures
• Assist with office management responsibilities in the Director’s Office Suite, collaborating with other Executive Assistants
• Coordinate events, both on and off site as needed
• Support the Executive Assistant for the Director and acts as a backup when needed.
• Order and maintain office supplies and equipment as needed or requested.
• Other duties as assigned by the DDR and CS

Additional Specific Administrative Responsibilities in support of the DDR: -60%

 

• Maintain and update the DDR website; create new web pages upon request. Web master for the Director’s PPPL’s external/internal web pages.          

• 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. 

• Administrator for the Colloquium Committee                                                     

• Advisor to the DDR regarding selection of committee members
• Organize and participate in meetings to discuss speakers and topics
• Primary point of contact for speakers, re: travel, hotel reservations, honorarium
• Notify main campus and local academic institutions about upcoming colloquia
• Update guidelines and regulations for both speakers and committee members
• Maintain PPPL Colloquium websites 

• Administrator for Research Council Meetings

• Coordinate bi-annual Research Council meeting dates with DDR
• Liaise with laboratory management and department heads regarding document coordination
• Coordinate with videoconferencing to ensure electronic support during meeting
• Webmaster for Research Council website

• Administrator for Evaluation/Salary Promotion Cycle

• Establish schedule and organize meetings for mid-term (3 year) review of performance for RM-2 Research staff
• Notify Research staff re: status as evaluators.
• Compile list of prior Peer Group Committee to support DDR in forming committees
• Point of contact for promotion eligibility information, e.g. date of hire, years in rank, etc.
• Prepare confidential files on promotion candidates; bibliographies, references, etc.
• Ensure internal letters of recommendation are prepared on a timely basis.
• Notify Research staff of successful promotions. 

• Administrator for Research Staff Personnel Assignments

• Schedule preparatory meetings with P&C officers and department heads
• Attend Research Staff Assignment committee meetings and record and update assignments and changes on spreadsheet.
• Notify Research Staff of their assignments throughout the year.
• Primary point of contact for changes.
• Interact with department P&C officers to resolve issues and questions related to staff assignments. 

• Administrator for Monthly Research Seminar Series (review committee members – normally the departmental seminar leaders)

• Schedule monthly research seminar meetings
• Secure auditorium, food, other logistics
• Advisor to the DDR Research regarding selection of committee members.
• Organize and participate in meetings to discuss speakers and topics.
• Primary point of contact for speakers.
• Update guidelines and regulations for both speakers and committee members.
• Maintain seminar series website.

Qualifications

 

Minimum Requirements:

• Bachelor’s degree plus two or more years of professional work history; six or more total years of post-secondary professional work history in lieu of Bachelor’s degree will be considered.
• 4+ years executive administrative experience, C-level experience preferred.
• Must be highly proficient with 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 PPPL community, Government and University officials.
• Keen attention to detail with ability to track and manage multiple projects at one time
• Proactive and service-oriented
• Self-directed and able to work without supervision
• Ability to exercise discretion in handling confidential information.
• Acts with sense of urgency, understands need for responsiveness, establishes priorities, and meets deadlines
• Ability to develop professional working relationships with key operational contacts, both internal and external
• Must have a good rapport with other Executive Assistants in the Directorate  
• Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands and act efficiently on last minute projects
• Must be a U.S. Citizen

Desired Experience and Skills:

• Experience facilitating meetings
• Familiarity working with organizational budgets
• Familiarity with PPPL research-related policies and procedures

 

Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. EEO IS THE LAW

Salary GradeADM, 02Standard Weekly Hours40.00Eligible for OvertimeNoBenefits EligibleYesEssential Services Personnel (see policy for detail)NoPhysical Capacity Exam RequiredNoValid Driver's License RequiredNo