Executive Assistant to Chief Nursing Officer OR Chief Knowledge Officer

United States Boston, Massachusetts New York, United States Remote, United States


Description

Position Title: Executive Assistant   

Reports to: Chief of Marketing and Communications Officer; Chief Financial Officer; or Chief Knowledge Officer and Chief Gender and Social Equity Officer 

Location: NY Metro Area, Boston, or Remote (position-dependent, see below) 

Position Type: Full-Time  

   

*Please note that this application for Executive Assistant will be for either Chief Knowledge Officer and or Chief Nursing Officer. Your application will be screened for your candidacy for each of those positions, unless otherwise stated on your application a preference to only be screened for a certain one. Please note that location varies by position but can be adjusted depending on flexibility. 

 

Position Overview 

The Executive Assistant position is an integral member of the U.S. Coordination Site team, OnePIH Leadership, and respective department. 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 

Administrative Support (40%) 

  • Provide calendar management to optimize the time of the Executive  
  • Schedule all meetings, appointments, conferences, and speaking obligations for the Executive in a timely manner 
  • Plan and execute high-level meetings and/or conferences 
  • Manage meeting minutes and follow-up 
  • Facilitate effective time management in prioritizing tasks given competing requests/demands  
  • Draft official and unofficial correspondence for the Executive’s review 
  • Arrange flights, hotel accommodations, visas, ground transportation and other travel logistics for the Executive and their respective team when needed 
  • Manage finances including: invoices, 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 Executive and manage high-level and/or confidential information  
  • Courteously and professionally represent Partners In Health and the US Coordination Site department 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 Executive and PIH  
  • Collaboratively draft, approve, and disseminate communications to staff, donors and partners   
  • Assist in producing biographies and briefings for meetings as needed 
  • When appropriate, serve as a proxy for the Executive in lower-priority meetings 

 

Project Management Support (15%) 

  • Provide support in planning and execution of strategic initiatives and serve as primary coordinator for tasks or deliverables under Executive’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 

 

Strategic Support (15%) 

  • Serve as comprehensive support in carrying out strategic priorities for the Executive, the department and PIH 
  • Serve as a thought partner to the Executive and the department in daily tasks and highly sensitive contexts 
  • Facilitate effective time management in prioritizing tasks given competing requests and demands 
  • Support the Executive on talking points for speaking engagements when needed 
  • Support the Executive’s leadership within the context of the OnePIH leadership ecosystem, serving as a support in Executive’s growth of leadership skills 

 

Department-Specific Tasks (10%)


  • Executive Assistant to Chief Knowledge Officer and Chief Gender and Social Equity Officer 
  • Work to identify cross-cutting process improvements, implement best practices and ultimately work to support and drive the success of the teams within larger office of OnePIH 
  • Manage and maintain the teams’ Handbook including but not limited to updating new and departing team members, changes in departmental processes and organizational content  
  • Support and/or lead the development of tools and deliverables for teams as required such as SharePoint site, PowerPoint presentations and reports 

 

Requirements and Qualifications 

  • Bachelor’s Degree preferred 
  • 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; enthusiasm for writing required  
  • 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 Executive 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, 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.    

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.