Executive Assistant to the Chief Development Officer

Description

Position Title: Executive Assistant to the Chief Development Officer

Reports to: Chief Development Officer

Location: Employees in this role can work from our Boston, MA office, remotely within the U.S., or a hybrid of these two options. (5% domestic travel)

Position Type: Full-time

Position Overview

The Executive Assistant directly supports the Chief Development Officer (CDO) in the fulfillment of responsibilities within the Development department and as a leader of the organization. The Executive Assistant structures and maintains the CDO’s calendar; schedules meetings with internal and external constituents; oversees Development department expense management; and serves as administrative liaison to other relevant Partners In Health (PIH) departments, including the Office of the CEO and across the Resource Generation branch.

Specific Responsibilities:

Administrative Management (70%)

• Provide administrative support to the CDO, including calendar and task management, meeting coordination, and meeting facilitation.
• Serve as first point of contact for the CDO with both internal and external constituencies, responding to all requests in a timely and professional manner.
• Maintain strong coordination and communication among department sub-teams, including facilitating and note-taking at departmental meetings and supporting ongoing coordination of cross-team meetings.
• Manage all travel logistics on behalf of CDO, including booking flights and accommodations, developing itineraries and briefing documents; support other members of leadership and Development colleagues with travel coordination as needed.
• Input and update information related to donor engagement in Salesforce (database of record) on behalf of CDO.
• Support hiring, recruitment, and onboarding efforts for positions as needed (e.g., utilize Jobvite platform, conduct phone screens and interviews, provide guidance to new team members) in collaboration with the human resources team.
• Provide support and coverage for other Executive Assistants to U.S. Coordination Site members as needed.

  Financial (15%)

  • Manage the Development team corporate credit card, including overseeing card possession, card usage, receipt management and collection, approval management, coding management, and expense report submission.
  • Manage expenses for CDO, including reimbursements, receipt management and collection, drafting and submission of personal corporate credit card statements, invoice management, and approval management.

    Special Projects (15%)

    • Assist fundraising teams with donor calls, emails, and notes.
    • Assist with stewardship mailings and production.
    • Assist with and attend donor and/or Board-related meetings and events.
    • Manage and update the Development department SharePoint page.
    • Support internal events as needed, including coordinating logistics and planning around team retreats.
    • Coordinate team projects as needed, including timeline accountability and logistics management.

      Qualifications:

      • Bachelor’s degree or equivalent work experience.
      • Minimum 3 years of experience in Development and/or administration.
      • Passion for the mission of PIH with a keen interest in social justice.
      • Excellent written and oral communication skills; proficiency