Job Title: Executive Assistant
Reports To: Chief Program Officer (CPO)
The Executive Assistant is an integral member of the Clinical/Program Team and works closely with the Chief Program Officer who leads the team together. This individual’s primary responsibilities include meeting coordination and facilitation; task/project follow-up; liaising between various PIH departments, site leadership and academic partners; expense tracking; schedule and travel coordination; and accompaniment for site-based staff.
The person we seek will be profoundly competent. The role requires great diplomacy, discretion, resourcefulness and flexibility. Strong organizational and multi-tasking skills are required. Copyediting skills and language proficiency are desired. Commitment to the organization’s mission is a must.
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 Executive Assistant will work closely with a diverse range of people within and outside the organization. The duties are chiefly administrative but provide great exposure to the front-line activities and inner workings of a fast-paced non-profit and several leading academic and medical institution.
Schedule and Meeting Coordination and Follow-up
- Provide heavy calendar management for CPO and work with other Executive Assistants to plan schedules to optimize the time of senior managers across the organization.
- Communicate with participants, schedule, and confirm meeting space/conference lines for all related meetings, including external requests. Prepare thorough briefings and provide relevant documents for meetings when needed, including minutes.
Relationship Management for CPO
- 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.
- Draft student letters of recommendation and faculty appointment letters.
- Prepare materials for speaking engagements.
- Serve as a resource for sites in interfacing with PIH departments and processes.
- Assist with cross-site special projects, as needed.
- Prepare and maintain financial documentation for all CPO expenditures.
- Manage department budget and track project expenditures.
Travel and Event Management
- Arrange flights, hotel accommodations, visas, ground transportation for senior members of the Programs department
- Plan and execute high-level meetings and conferences (local & international) including accompaniment of site staff; all travel arrangements; communications; financial tracking; staff delegation.
- Bachelor’s Degree required; background/interest in social science, area studies or public health preferred
- Professional experience (3 years minimum) 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
- French or Creole language skills preferred
- Commitment to social justice