Executive Assistant to the Principal, Chief Program Officer
Partners in Health - Boston, MA
posted 16 days ago
About the position
The Executive Assistant directly supports the Principal, Chief Program Officer (PCPO) in the fulfillment of their responsibilities leading Partners In Health's (PIH) U.S. Coordination Site Theory of Change (TOC) Branch and within the broader PIH Leadership Team. The Executive Assistant structures and maintains the PCPO's calendar; schedules meetings with internal and external constituents; arranges travel logistics for the PCPO and other colleagues with whom the PCPO travels; coordinates team knowledge management repositories; serves as administrative liaison to other relevant PIH departments; and supports the PCPO's work in strategically positioning PIH with external advocacy, policy, and implementation partners. This role presents an opportunity to work across a diverse range of people within and outside of the organization and to develop skills in service to a fast-paced, global organization that is relentlessly committed to improving the health of the poor and marginalized.
Responsibilities
- Provide administrative support to the PCPO, including calendar and task management, email management, meeting coordination and facilitation, travel booking and assistance, and personnel coordination.
- Serve as primary point of contact for the PCPO's office with internal and external constituencies.
- Support in operationalizing strategic priorities set by the PCPO and the TOC Branch, collaborating with the Senior Director of Special Projects to coordinate and facilitate team meetings.
- Coordinate and participate in team projects as needed, including document preparation, logistics management and timeline accountability.
- Support ongoing coordination and facilitation of cross-team meetings in rotation with external engagement teams' support staff.
- Lead internal communications design, evaluation, and development to include monthly TOC Updates, Policy and Advocacy newsletters, and other communications.
- Maintain and update the TOC SharePoint site, PIH Endorsement Tracker, PIH Partnerships Tracker, and TOC Travel Tracker.
- Support with database entry for Salesforce, Microsoft Power Bi, and other team platforms.
- Provide support and coverage for other assistants to Executive Leadership Team members as needed.
- Manage the TOC Branch corporate credit card, including overseeing card possession, usage, receipt management, and expense report submission.
- Provide financial management support for PCPO including reimbursements, receipt management, and invoice management.
Requirements
- Bachelor's degree or equivalent years of experience preferred.
- 1-3 years of experience in administration or non-profit sphere.
- Passion for the mission of PIH with a keen interest in social justice.
- Excellent written and oral communication skills.
- Ability to assess priorities and manage a variety of competing priorities in a time-sensitive manner.
- Excellent customer service and interpersonal skills; ability to collaborate effectively with culturally diverse staff.
- Good judgment and the ability to handle confidential information with deep discretion.
- Commitment to mastering a comprehensive understanding of the goals and objectives of PIH and of the TOC Branch.
- Capacity to focus, maintain personal and team motivation, and demonstrate flexibility coupled with resilience.
- Solid computer skills in a PC environment with the capability to master new software applications.
- Excellent skills in the functional use of MS Excel, PowerPoint, and Word.
Benefits
- 401(k) plan with employer match.
- Medical, dental, vision, short-term and long-term disability insurance.
- Basic life insurance plans for the employee and eligible dependents.
- 15 days of vacation, 12 sick days, 3 personal days, and 3 volunteer days.
- Paid time off during the week between Christmas and New Year's Day, the week of July 4th, and 11 additional holidays annually.
