Executive Assistant to the Principal, Chief Advancement & Communications Officer 6 views

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 Assistant’s 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 Principal’s 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  

• Bachelor’s 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  
• Ability to work independently, take initiative and work effectively within a team 
• Must be a quick learner, able to multi-task and easily adapt to changing circumstances  
• Exemplary interpersonal skills; ability to collaborate effectively with leadership, donors, external partners, and culturally diverse staff across departments and country  
• Commitment to mastering a comprehensive understanding of the goals and objectives of the Principal and PIH  
• Interest in social justice and global health strongly desirable  
• Skilled in Microsoft Office Suite 
• Please note that we are not able to sponsor U.S. work authorization for this role 

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, Kazakhstan, Lesotho, Liberia, Malawi, Mexico, Navajo Nation, Peru, Rwanda, Sierra Leone, United States), 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.  

Partners In Health participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9.

Pay and Benefits

The pay range for this position at commencement of employment is expected to be between $50,000 and $60,000/year. The starting salary offered may vary depending on multiple individualized factors, including market for the position, job-related knowledge, skills and experience.

Subject to the terms and conditions of the applicable plans then in effect, eligible employees may enroll in a 401(k) plan with employer match, as well as participate in organization-sponsored medical, dental, vision, short-term and long-term disability insurance, and basic life insurance plans for the employee and the employee’s eligible dependents. Full time employees will receive 15 days of vacation, 12 sick days, 3 personal days, and 3 volunteer days in addition to paid time off during the week between Christmas and New Year’s Day, the week of July 4th, and 11 additional holidays annually.