Executive Assistant to the Chief Policy and Partnership Officer

Description

Position Title: Executive Assistant to the Chief Policy & Partnership Officer

Reports to: Chief Policy & Partnership Officer

Location: Boston, MA or Remote U.S.

Position Type: Full time

Position Overview

The Executive Assistant directly supports the Chief Policy & Partnership Officer (CPPO) in the fulfillment of their responsibilities within the Global Policy and Partnerships (GPP) team and within the broader OnePIH Leadership Team. The Executive Assistant structures and maintains the CPPO’s calendar; schedules meetings with internal and external constituents; arranges travel logistics for the CPPO and other colleagues with whom the CPPO travels; coordinates team knowledge management repositories; serves as administrative liaison to other relevant Partners In Health (PIH) departments; and supports the CPPO’s work in strategically positioning PIH with external advocacy, policy, and implementation partners. This role presents an opportunity to work across a diverse range of people within and outside of the organization and to develop skills in service to a fast-paced, global organization that is relentlessly committed to improving the health of the poor and marginalized.

Specific Responsibilities:

Administrative Support (75%)

• Provide administrative support to the CPPO, including: calendar and task management, email management, meeting coordination and facilitation, travel booking and assistance, and personnel coordination.
• Serve as primary point of contact for the CPPO’s office with internal and external constituencies.
• Support in operationalizing strategic priorities set by the CPPO and GPP team.
• Coordinate and participate in team projects as needed, including document preparation, logistics management and timeline accountability.
• Support ongoing coordination and facilitation of the cross-team meetings in rotation with support staff with teams focused on external engagement (marketing and communications, development, board engagement).
• Support ongoing coordination with clinical, nursing and operations colleagues as relates to integrated planning, strategy and positioning of PIH technical expertise.
• Lead internal communications design, evaluation, and development for the Global Policy and Partnerships team; including the monthly GPP Updates, Policy and Advocacy newsletter, and OnePIH Government Accompaniment, Policy, and Advocacy Learning Series, among others.
• Maintain and update the GPP SharePoint (intranet) site, OnePIH Endorsement Tracker, and OnePIH Partnerships Tracker.
• Support with database entry for Salesforce, Microsoft (MS) Power Bi, and other team platforms.
• Provide support and coverage for other assistants to Executive Leadership Team members as needed; closely collaborate with other assistants to optimize senior management time across the organization.
• Manage the GPP team corporate credit card, including: overseeing card possession, card usage, receipt management and collection, approval management, coding management, and expense report submission.
• Financial management for the CPPO, including: reimbursements, receipt management and collection, drafting and submission of corporate credit card statements, invoice management, and approval management.

  Special Projects (25%)

  • Serve as point-person for coordination of the Restricted Funding Forum (RFF) and restricted funding process, including:
    • Facilitation of twice monthly RFF meetings, collating all pre-materials and communications relevant to the meetings and take meeting minutes noting all decisions made.
    • Maintaining an internal tracking system of restricted funding opportunities and communicate such opportunities to relevant teams within OnePIH.
    • Provide administrative support to PIH Engage grassroots advocacy network as needed.
    • Provide guidance and onboarding support to GPP team members.
    • Prepare communications -- documents, briefings, speeches and other necessary items – for the CPPO’s external engagements.
    • Manage the upkeep of living documents within the team.
    • Maintain engagement with GPP team supporting ongoing team support structures, professional development opportunities, and overall team systems improvements.

      Financial (5%)

      
      Qualifications:

      • Bachelor’s degree preferred with relevant interest in policy and public health
      • 1-3 years of experience in administration
      • Passion for the mission of PIH with a keen interest in social justice
      • Excellent written and oral communication skills
      • Ability to assess priorities and manage a variety of competing priorities in a time-sensitive environment while meeting deadlines with utmost professionalism
      • Excellent customer service and interpersonal skills; ability to collaborate effectively with culturally diverse staff across departments and multi-country PIH network
      • Good judgment and the ability to handle confidential information with