Executive Assistant to Chief Marketing and Communications Officer

United States New York, United States Remote, United States


Description

Position Title: Executive Assistant to Chief Marketing and Communications Officer

Reports to: Chief Marketing and Communications Officer

Location: Remote (New York Metro Area preferred)

Position Type: Full-Time

 

Position Overview

The Executive Assistant to Chief Marketing and Communications Officer is an integral member of the team. The Executive Assistant ‘s primary responsibilities include the department head’s schedule, travel coordination, meeting and presentation preparation, and financial tracking. The Executive Assistant's secondary responsibilities are to the Global Marketing and Communications (MarComms) team’s many activities: scheduling team meetings, booking travel, and acting as the first point of contact for the organization as it pertains to communication issues. The Executive Assistant directs communication inquiries as they arise; is exceedingly well organized, diplomatic, flexible, and resourceful.

 

Responsibilities

Executive Support (35%)

  • Manage the calendar and plan schedules to optimize the time of the department head. Schedule all meetings, appointments, conferences, and speaking obligations for the Chief Marketing and Communications officer.
  • Maintain an up-to-date list of requests. Ensure completion of items with great care, follow through, and attention to detail.
  • Courteously and professionally represent Partners In Health – greet visitors, answer telephone lines, and efficiently route calls to appropriate staff members. Accommodate all requests with tact and diplomacy; use creative problem-solving techniques to satisfy the requesters, as needed.
  • Arrange flights, hotel accommodations, visas, ground transportation and other travel provisions, for the Chief Marketing and Communications Officer (CMCO). Personally ensure that all flights, upgrades and seat assignments are confirmed for the Executive.  Create and maintain packets for travel including tickets, travel documents, itineraries, and other pertinent materials for CMCO travel.

 

Coordination Support (30%)

  • Provide administrative coordination and support for the Local Communications teams.
  • Serve as the main point of contact for all administrative requests (budget questions, requests for shared materials, help with SharePoint Hub, etc.).
  • Responsible for coordinating with HR and Finance managers to track budget expenses to ensure correct allocation and reporting.
  • Support the Director of Communications and Integrated Planning and Director of Content with all external communications project requests for Local Communications teams. Assist the Directors with coordinating and determining the support needed for each project.

 

Team Support (25%)

  • Prepare and submit Master card reports for the Communications department. Track department expenditures – organize and maintain financial documentation for all expenditures and reimbursements for the Department. Support CMCO with monthly department budget management.
  • Maintain department inventory - order communication supplies and software.
  • Facilitate smooth relationships between the MarComms team and all internal and external collaborators and inquirer by phone, in writing, and in person.
  • Perform other related tasks as assigned by department head.
  • Serve as a liaison and assistant for the CMCO and team with contract review and license agreements.

 

Relationship Management (10%)

  • Manage vendor relationships for ordering PIH advertising/promotional materials.
  • Help ensure consistency of brand, sending documents and relevant communication materials upon request to the organization.
  • Monitor MarComms email account, and work with the External Relations team to screen and track all media correspondence.

 

Requirements and Qualifications

  • Bachelor’s Degree
  • 2-5 years’ experience as an administrative or executive assistant; or with related experience and the demonstrated ability to work as an effective team member in a complex and fast-paced environment.
  • Excellent written and verbal communications skills.
  • Very organized, able to work independently, take initiative and manage a variety of activities in a time-sensitive environment, meeting deadlines with superior attention to detail and quality.
  • Computer skills in word processing, database and spreadsheet programs (Microsoft Office applications preferred).
  • Flexibility, good judgment, and diplomacy are required
  • Commitment to health as a human right and social justice.
  • Please note that we are not able to sponsor U.S. work authorization for this role.

 

Organizational Profile

 

Partners In Health (PIH) is an international health organization relentlessly committed to improving the health of the poor and marginalized. PIH partners with local governments to build local capacity and works closely with impoverished communities to deliver high-quality health care, address the root causes of illness, train providers, advance research, and advocate for global policy change. 

 

PIH currently has implementation programs in Haiti, Rwanda, Lesotho, Liberia, Kazakhstan, Malawi, Peru, Mexico, Russia, Sierra Leone and Navajo Nation. Through our partnership with Harvard Medical School and the Brigham and Women’s Hospital, we support a wide range of programs in dozens of other countries around the world.

 

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.