Description
Position Title: Executive Assistant to Principal, Chief Advancement and Communications Officer
Reports to: Principal, Chief Advancement and Communications Officer
Location: Employees in this role can work from our Boston, MA office, from the New York Metro area, remotely within the U.S. or a hybrid of these options
Travel: Up to 10% domestic & international travel
Position Type: Full-Time
Position Overview
The Executive Assistant position is an integral member of the U.S. Coordination Site team, OnePIH Leadership body, and the Resource Generation Branch. The Executive Assistantโs primary responsibilities are administrative, and requires great diplomacy, discretion, resourcefulness and flexibility as this individual will be working closely with a diverse range of people within and outside of the organization. These responsibilities include managing and optimizing communication between various departments and external stakeholders, calendar management, strategic support, and coordination across various projects and priorities. The role offers great exposure to the front-line activities, organizational strategy and inner workings of a fast-paced global non-profit and several leading academic and medical institutions.
Responsibilities
Branch Strategic Support (35%)
- Serve as comprehensive support in carrying out strategic priorities for the Principal, the Resource Generation Branch and PIH
- Serve as a thought partner to the Principal and the Branch Leads in daily tasks and highly sensitive contexts
- Facilitate effective time management in prioritizing tasks given competing requests and demands
- When appropriate and under the direction of the Principal, support Branch Leads with calendar management and coordination
Administrative Support (30%)
- Provide calendar management to optimize the time of the Principal
- Schedule all meetings, appointments, conferences, and speaking obligations for the Principal in a timely manner
- Plan and execute high-level meetings and/or team gatherings
- Manage meeting minutes and follow-up
- Facilitate effective time management in prioritizing tasks given competing requests/demands
- Arrange flights, hotel accommodations, visas, ground transportation and other travel logistics for the Principal and their respective team when needed
- Manage finances including invoices, expense reports, reimbursements, receipts and corporate credit card statements
- Collaborate with other Executive Assistants to plan schedules and support OnePIH leadership across the organization
Relationship Management and Communication (20%)
- Act as an initial point of contact for the Principal and manage high-level and/or confidential information
- Courteously and professionally represent Partners In Health (PIH) and the Resource Generation Branch when interfacing both internally and externally
- Accommodate requests with tact and diplomacy and use creative problem-solving techniques
- Serve as a resource for sites, partnership institutions, and individuals who need to interface with the Principal and PIH
- Collaboratively draft, approve, and disseminate communications to staff, donors and partners
- When appropriate, serve as a proxy for the Principal in meetings
Project Management Support (15%)
- Provide support in planning and execution of strategic initiatives and serve as primary coordinator for tasks or deliverables under Principalโs purview/scope of work
- Monitor and track projects and tasks, ensuring attention to time-sensitive issues and longer-term initiatives, and facilitating implementation with stakeholders
- Prepare briefings and operational documents as needed
Requirements and Qualifications
- Bachelorโs Degree preferred or equivalent professional experience
- Professional experience (1-2 years minimum) providing administrative support in a fast-paced office setting experience with budgeting, writing, and/or coordinating international travel preferred
- Excellent writing and copy-editing skills
- Advanced organizational skills and attention to detail
- Demonstrated maturity in handling sensitive information with sound judgment and strategizing in ambiguous contexts with limited information
- Ability to manage and assess competing priorities in a time-sensitive environment while meeting deadlines with utmost professionalism