The Executive Assistant is an integral member of the Partners In Health (PIH) team and works closely with the Chief of Clinical Operations (CCO) and the Chief Operations Officer (COO). This individual’s responsibilities are primarily administrative, and require 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. The role offers an unparalleled opportunity for someone with very strong administrative experience coupled with an interest in health and social justice. The role provides great exposure to the front-line activities and inner workings of a fast-paced non-profit and several leading academic and medical institutions.
Administrative Support (75%)
- Provide calendar management for the CCO and COO across their role as needed
- Communicate with participants, schedule, and confirm meeting space and/or conference lines for all related meetings, including external requests
- Triage high-level and/or confidential information; act as an initial point of contact for the CCO and COO
- Make travel arrangements as necessary for the CCO and COO
- Support site-based visitors when in Boston by securing per diems, lodging, and airfare as needed
- Work with other Executive Assistants to plan schedules to optimize the time of senior managers across the organization
- Prepare thorough briefings and provide relevant documents for meetings when needed, including minutes; prepare materials for speaking engagements
- Manage corporate credit card and complete expense reports
- Coordinate other events like workshops, meetings, conference participations etc as instructed by the CCO or COO
Project Management (25%) – In coordination with the Clinical Operations – Executive Program Manager:
- Provide support in planning and execution of strategic initiatives
- Coordinate between internal and external stakeholders to ensure deadlines and milestones are met on targets
- 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
- Ability to work independently and take initiative; must be a quick learner, able to multi-task and easily adapt to changing circumstances
- 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
- IT literacy with skills in word processing, database and spreadsheet programs; proficiency in Microsoft Office applications. Able to efficiently manage communications through email, conference lines, online meetings, etc.
- Exemplary interpersonal skills; ability to collaborate effectively with culturally diverse staff across departments and country
- Interest in social justice strongly desirable
- Demonstrated maturity and judgment
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, 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.