Administrative Associate, Office of the President
Organization and Position
The mission of the John Templeton Foundation is to serve as a philanthropic catalyst for discoveries relating to life’s biggest questions. As a grantmaking organization, we fund research and outreach across a broad range of disciplines. We encourage civil, informed dialogue among scientists, philosophers, and theologians, as well as between such experts and the public at large. Led by a unique vision and extraordinary people, we seek to advance human wellbeing by funding the best ideas and capitalizing on what we learn.
To advance our mission and strengthen our extraordinary team, the Foundation is seeking an Administrative Associate. Reporting to the Executive Assistant to the President, the Administrative Associate provides administrative support to the President, the Executive Assistant to the President and the Senior Fellow. As part of the Office of the President, the Administrative Associate works across the full range of Foundation activities from operations, to investments, to grantmaking, and is responsible for representing the President to both internal and external stakeholders.
The successful candidate will have a Bachelor’s Degree and at least five years of administrative operations experience, preferably in a role supporting a senior executive. The Administrative Associate must be proactive, possess a high standard of work, exercise discretion when handling confidential information, pay close attention to detail and complete projects on time. Superior written and verbal communication skills are required. Demonstrated competence in Microsoft Office suite is needed; experience in Adobe, Concur, ADP and/or Salesforce is a plus. A strong personal interest in the Foundation’s mission is essential.
Areas of Responsibility
- Manage administrative functions for the President, Executive Assistant and the Senior Fellow, including, but not limited to: (a) overseeing the President’s calendar and scheduling internal staff meetings, meetings with external partners, and Trustee and Committee meetings; (b) coordinating travel logistics; and (c) fielding and triaging calls, emails, and letters, and responding appropriately on behalf of the President.
- Ensure the President’s direct reports follow established procedures for travel authorization and time reporting; coordinate approvals with the Executive Assistant.
- Manage the approval process of expense reports for all direct reports of the President, and the submission of expense reports for the Office of the President.
- Assist with the preparation and distribution of Trustee and Committee meeting materials, internal leadership meeting materials, and other meeting materials, in both electronic and printed formats, as directed by the Executive Assistant.
- Develop and collect various survey requests and responses, ensuring confidentiality and preparing reports based on survey results for review by the President and Executive Assistant.
- Process and track the President’s monthly proposal and donation approvals.
- Plan and coordinate travel logistics and meeting schedules for visits by guests to the Foundation offices for meetings with the President.
- Conduct research and compile relevant findings for the President or Executive Assistant when requested.
- Maintain an organized electronic and paper file system on behalf of the Executive Assistant and the President.
- Assist with oversight of the Office of the President’s budget and the budgets of other departments.
- Reconcile invoices against relevant contracts and budgets, submit and track invoices on behalf of the Office of the President.
- Submit contract and statement of work requests to the Office of the General Counsel as needed, ensure contracts are updated/renewed on a timely basis, and maintain positive vendor relations for the Office of the President.
- Provide occasional support to fill in for the Foundation receptionist.
- At least 5 years administrative operations experience required, preferably in a role supporting a senior executive.
- Bachelor’s Degree or equivalent work experience required.
- Proven ability to exercise sound judgment, maintain confidentiality, and operate both independently and as a part of a team.
- Exceptional interpersonal, administrative and organizational skills.
- Detail-oriented with the ability to manage multiple projects and tasks simultaneously.
- Superior written and verbal communication skills.
- Exceptional computer skills and proficiency with MS Office suite. Experience with other platforms such as Adobe, Concur, ADP, and Salesforce are a plus.
- Strong personal interest in the Foundation’s mission.
We are committed to caring for our employees and their families through exceptional benefits. We pay for 100% of employee medical, dental and vision premiums, and generously contribute to family premiums. We provide life insurance, short-term disability coverage and long-term disability coverage at no cost to employees. We offer a 401(k) retirement savings plan with an employer match and additional discretionary contributions. Paid time off includes generous vacation, sick and personal days. The Foundation offers a unique donation program, enabling employees the ability to direct a $5,000 donation to a mission aligned organization of their choice, with no employee donation required.
The Foundation’s offices are located approximately 15 miles outside of Philadelphia in West Conshohocken, PA. West Conshohocken is a residential and commercial community in close proximation to major highways and many restaurants. A train station is within walking distance.
To learn more about the Administrative Associate role, or to apply, please visit www.templetoncareers.org.
To receive news about the John Templeton Foundation, please sign up at www.templeton.org.