| 35% Plays an important supporting role in the Simons Institute’s outreach to external constituencies, including visiting scientists, funders, and the general public. He or she provides logistical support for the public affairs of the Institute Director and other members of the Institute leadership – coordinating meetings, travel, and calendars in support of fundraising, outreach, and scientific activities. Entails communicating directly with senior research managers at key companies, as well as high-level donors and donor prospects.
25% Supports efforts to ensure an ideal environment for collaborative research for visiting scientists. Provides guest services to visitors to the Simons Institute, answering routine inquiries, providing guidance about Institute amenities, coordinating afternoon tea, and providing support for scientific workshops and other events as needed. Coordinates logistics and calendaring for seminars within the Institute’s research programs, and manages bookings for the Institute’s conference rooms.
20% Provides support for the submission of faculty research grant proposals, coordinates recommendation letters, and provides additional faculty support, as needed. In collaboration with the Building Coordinator, serves as a work-lead for the Institute’s Student Assistants. Manages a low volume of print correspondence.
10% Maintains the Institute’s print collateral, making text and design updates as requested. Makes limited updates to the Institute’s electronic media (website and display screens). Other design projects, as requested.
10% As a member of a dynamic, collaborative team in a “start-up” environment within the University, the incumbent will take on a variety of tasks that fall outside his or her specifically defined duties.*Outstanding project- and time-management skills, specifically the ability to plan and execute numerous projects with complex and overlapping timelines. Included here are all of the disciplines of project management, including translating goals into specific actions; building and implementing a complex timeline; foreseeing difficulties and delays; building contingency plans; eliciting timely responses from recalcitrant colleagues; and pivoting efficiently among projects, without falling behind on, or losing track of, the numerous isolated or recurring tasks that fall outside of large projects.
*Outstanding written communication and document-production skills, including the ability to produce flawless prose in a variety of communication registers, and to compose polished, error-free documents, precisely tuned to context and refined and accurate in visual presentation.
*Outstanding interpersonal skills; capacity and inclination to cultivate goodwill and foster harmonious outcomes, and to support and inspire colleagues at all levels to do beautiful, polished, and efficient work, in service of the Institute’s mission.
*Outstanding oral communication, specifically the ability to communicate with clarity, precision and good cheer to a variety of constituencies, including donors and corporate partners, visiting scientists, resident faculty and staff, campus partners, vendors and contractors. Included here are receptive communication skills, especially the ability to detect misunderstandings early on, and calibrate style and level of detail to the occasion.
*Extraordinary thoroughness and attention to detail in all aspects of work, especially: written (punctuation/grammar/style), graphic (typography/presentation/consistency), and task-management-related (keeping thorough track of all commitments and required actions).
*Excellent skills for coordinating and supporting multiparty meetings (including video teleconferences) with key external constituents, and for managing executive calendars.
*Excellent command of basic computing tools and software, including MS Word, Excel, PowerPoint, Google docs, Google calendar, etc.
*Bachelor’s degree or equivalent experience/training. |
