Administrative Specialist

Bachelor’s degree
At least 5 years of combined relevant experience in high-level administrative support
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)

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.

Experience with events management and project management is a plus
Experience with public engagement in the sciences is a plus
Experience with expense software like Concur and events software like Cvent is a plus