Executive Assistant to Chief Medical Officer

Position Title: Executive Assistant to Chief Medical Officer
Reports To: Reports to Chief Medical Officer (CMO)
Location: Boston, MA

Overall Responsibilities:

The Executive Assistant is an integral member of the Clinical Directorate and works closely with the Chief Medical Officer, Deputy Chief Medical Officers, and the Senior Health Policy Advisor. This individual’s responsibilities are primarily 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. The Executive Assistant role offers an unparalleled opportunity for someone with very strong administrative experience coupled with an interest in health and social justice. The role provides great exposure to the front-line activities and inner workings of a fast-paced non-profit and several leading academic and medical institutions.

Specific Responsibilities:
 

Schedule and Meeting Coordination

• Provide calendar management for CMO other senior members of the Clinical Directorate.

Relationship Management

• Triage high-level and/or confidential information; act as an initial point of contact for the CMO and other members of the Clinical Directorate
• Provide reasonable accompaniment support for site leaders and partners in Boston when needed
• Serve as a resource for sites and for Partnership institutions and individuals who need to interface with PIH departments.
• Monitor and track projects and tasks, ensuring attention to time-sensitive issues and longer-term initiatives, providing succinct background information when needed.
• Disseminate decisions made and facilitate implementation to stakeholders.

Administrative and Writing Support

• Provide general administrative support for senior members of the Clinical Directorate, as needed.
• Prepare thorough briefings and provide relevant documents for meetings when needed, including minutes. Prepare materials for speaking engagements.
• Assist in the preparation of student letters of recommendation and faculty appointment letters.
• Assist with cross-site special projects, as needed, including literature reviews for manuscript developments, grant proposals, and donor reports
• Liaises with Human Resources and Clinical Leadership teams to ensure an effective office management and coordination including cross-site accompaniment calendar, summits and other important events planned by the Clinical Leadership teams.
• Keep a physical inventory oftraining resources and tools

Programmatic and Financial Assistance

• Assist the Clinical Leadership team throughout planning and budgeting processes including scheduling cross-site review meetings and records keeping.
• Track expenses including invoices and subscriptions, and maintain financial documentation for all expenditures.
• Prepare and submit expense and credit card reports from CMO and senior members of the Clinical Directorate

Travel and Event Management

• Arrange flights, hotel accommodations, visas, ground transportation and other travel logistics for CMO and broader clinical team.
• Plan and execute high-level meetings and conferences (local & international); all travel arrangements; communications; financial tracking; staff delegation.

Qualifications:

• Bachelor’s Degree required; background in social sciences or public health preferred
• Professional experience (2+ years) providing administrative support in fast-paced office setting; experience with budgeting, grant writing, and/or coordinating international travel preferred
• Ability to work independently and take initiative; must be a quick learner, able to multi-task and easily adapt to changing circumstances
• Excellent writing and copy-editing skills; enthusiasm for writing required
• Advanced organizational skills and capacity to handle multiple assignments and meet deadlines with attention to detail and quality
• Ability to effectively work on a team in a complex, fast-paced environment
• Computer skills in word processing, database and spreadsheet programs; proficiency in Microsoft Office applications
• Exceptional interpersonal skills including ability to interact professionally with culturally diverse staff, partners, and clients
• Demonstrated maturity and judgment
• Possess a passion for social justice
• Possess a desire to contribute to global health initiatives

Organizational Profile

Partners In Health (PIH) is a non-profit, global health organization that fights social injustice by bringing the benefits of modern medical science first and foremost to the most vulnerable communities around the world. PIH focuses on those who would not otherwise have access to quality health care. PIH partners with the world’s leading academic institutions to create rigorous evidence that shapes more sound and all-inclusive global health policies. PIH also supports local governments’ efforts to build capacity and strengthen national health systems.  

As of today, PIH runs programs in 11 countries (Haiti, Peru, Rwanda, Mexico, Sierra Leone, Liberia, Malawi, Lesotho, Russia, Kazakhstan, Navajo Nation), where it provides direct care to millions of patients, through public facilities and community engagement. 

Partners In Health (PIH) is committed to the fundamental principle of equal opportunity and equal treatment for every prospective and current employee. It is the policy of PIH not to discriminate on the basis of race, color, national or ethnic origin, ancestry, age, religion, creed, disability, sex and gender, sexual orientation, gender identity and/or expression, military or veteran status, or any other characteristic protected under applicable federal, state or local law.  PIH works in and with a number of governments in and outside the U.S., and to the extent applicable, this statement is intended to incorporate the prohibition of any unlawful discrimination covered by applicable laws in such countries, states and municipalities.